What are the responsibilities and job description for the Office Administrative Assistant position at Professional Placement Services?
Office Administrative SupportPosition Overview : Provide production and administrative support to the management team, ensuring all duties align with the company’s corporate goals and objectives.Maintains the day-to-day administrative responsibilities, including managing office supplies, coordinating facilities management, arranging meetings, booking travel, and providing administrative and backup support to HR and accounting departments while ensuring smooth workflow by implementing and maintaining efficient office procedures. Duties will include, but are not limited to, administrative support, mail, accounting functions, payroll, and related functions to payroll; booking travel for executives; excellent communication with employees, customers, vendors, and visitors, as well as maintaining an organized, well-planned office space. Key Responsibilities : Administrative : Sort and distribute incoming mail daily.Answer, screen, and direct phone calls; greet visitors.Maintain office supplies, labels, and cleaning materials; reorder as needed.Provide clerical support for weekly A / P check runs, mailing checks, and filing paid invoices.Production : Enter daily production data into monthly spreadsheets.Prepare job travelers with product prints, paperwork, and labels.Print box and barcode labels for production, consolidation, and shipping.File and update product prints and job travelers.Close obsolete numbers in M1.Cross-train with Customer Service Specialist to cover vacations and absences.Assist Quality Department with maintaining and updating the Procedures and Quality Manual.Supply Chain : Enter daily receipts as requested.Human Resources : Assist with company functions and new hire documentation.Deliver messages to hourly employees as needed.Shred confidential documents and distribute employee mailings.Customer Service : Provide backup for order entry.Accounitng : Assist with Accounts Receivable and Accounts Payable dutiesWork in conjunction with the accountant to assure that required reports and financial obligations are met in accordance with company standards and policies. Produce accurate and timely data required to process payroll. Other duties as assigned.Qualifications : Education : High School Diploma required; Associate’s Degree or coursework in business or related field preferred.Skills and Abilities : Team-oriented with strong attention to detail and ability to prioritize.Excellent verbal and written communication skills.Proficient in Microsoft Office, M1 system, email, and internet.Honest, ethical, and professional conduct in all interactions.Experience : 2-3 years of experience in an office environment.Working Conditions : Standard office and production environment.Occasional overtime and flexible schedule as needed to meet deadlines.Collaborative team environment focused on achieving organizational goals.Physical Requirements : Ability to sit for long periods.Ability to lift up to 25 lbs.
