About the Administrative Assistant position

We are looking for a reliable Administrative Assistant who will undertake a broad set of administrative and clerical tasks, such as providing support to our managers and employees, assisting in daily office needs and managing our company's general administrative activities, particularly making travel and meeting arrangements, preparing reports and maintaining appropriate filing systems. You will have to ensure the efficient and smooth day-to-day operation of our office.

You should have excellent oral and written communication skills and be able to organize their work using tools, like MS Excel and office equipment. It is also required to have previous experience as a Secretary or Executive administrative assistant and familiarity within our industry.

Administrative Assistant responsibilities are:

• Maintain records, both physical and digital, of equipment maintenance and repair files. 

• Manage phone calls and correspondence (including email, memos, letters, faxes and forms)

• Attend meetings and take detailed minutes

• Participate in the preparation of regularly scheduled reports

• Organize contact lists and filing systems

• Meet and support visitors

• Help clients and company representatives contact each other

• Record Payables in Quickbooks

• Record Work Orders in Quickbooks - Close out completed work orders

• Generate Invoices and record in Quickbooks

• Record payments and deposits in Quickbooks

• Monitor office supplies and research new deals and suppliers

• Prepare and submit expense reports

• Collaborate with executive and senior administrative assistants to handle requests and queries from senior managers

• Receive, review, and process documentation in the scope of accounting, new account set-ups, etc.

Administrative Assistant requirements are:

• 2 - 3 + years' experience of working on an Administrative Assistant, Virtual Assistant (http://www.link...) or other relevant position

• Significant experience with office management systems and procedures, as well as with office equipment, such as printers and fax machines

• Good practical experience with MS Office, particularly MS Excel and MS PowerPoint

• Strong time management and problem solving skills with the ability to prioritize work

• Outstanding written and verbal communication skills, with close attention to detail

• Strong organizational skills with the ability to multi-task

• High School degree; additional qualification as an Administrative Assistant or a Secretary will be a bonus