Administrative Assistant duties and responsibilities include providing administrative support to ensure efficient operation of the office. Supports managers and employees through a variety of tasks related to organization and communication. Responsible for confidential and time sensitive material. Familiar with a variety of the field's concepts, practices and procedures. Ability to effectively communicate via phone and email ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner. May direct and lead the work of others. Rely on experience and judgment to plan and accomplish goals and a wide degree of creativity and latitude is expected. Reports directly to department head.

Responsibilities:

Organize and schedule meetings for NEW accounts.

Maintain contact lists

Assist in writing and outlining janitorial/mat rental and special project proposals.

Assist in the preparation of regularly scheduled reports

Develop and maintain a filing system for ALL contracts and ALL active proposals of all departments.

Prepare weekly payroll to make sure accounts are on BUDGET before submitting to C.F.O.

Work with Department head to determine startup equipment and supplies for NEW accounts.

Provide general support to new applicants.

Provide information by answering questions and requests of current staff.

Set up and assist with interviews of NEW applicants.

Customer monthly contacts of both current and possible NEW business follow-ups.

Generate daily payroll reports

Handle multiple projects

Prepare and assist department head with account invoices

Ensure operation of equipment by completing preventive maintenance and scheduling for repairs of company owned equipment.

Maintain supply inventory by checking stock to determine inventory levels; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.

Carry out administrative duties such as filing, typing, copying, binding, scanning etc.

Handle sensitive information in a confidential manner

Reply to email, telephone or face to face enquiries

Develop and update administrative systems to make them more efficient

Resolve administrative problems

Answer telephone calls and pass them onRequirements:

Proven admin or assistant experience

Knowledge of office management systems and procedures

Excellent time management skills and ability to multi-task and prioritize work

Attention to detail and problem solving skills

Excellent written and verbal communication skills

Strong organizational and planning skills

Proficient in MS Office

At least 3 years of experience in the field or in a related area

High school diploma or equivalent

All other duties as assigned by Department head.