Administrative Assistant

Qualifications: Two-year associate or bachelor's degree preferred. Minimum 1 year office and/or administrative experience required. Must be computer savvy and fluent with social media. Hourly, full time position Monday-Friday. 90-day orientation period. Must be very organized. Works best in a fast-paced environment, can work with teams, takes great pride in his/her work. Must be motivated, driven and independent.

Must have current valid driver’s license, required. Applicant must pass background and drug test.

Job Summary: This position enhances effectiveness of the company by providing information management support and organization to administrative and sales personnel.

Duties and Responsibilities:

OFFICE OPERATIONS

• Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
• Cross trains on Specialists tasks to act as a backup.
• Organizes work by reading and routing correspondence; collecting information; initiating telecommunications.
• Responds to inquiries in a compliant, pleasant, and ethically sound manner.
• Manages customer satisfaction by routinely following up on new and existing customers.
• Maintains industry technical knowledge by reading and understanding industry related publications.
• Completes any forms in accordance with company procedures.
• Emails promotional material and other information as requested.
• Assists sales team in proposal data entry and information management.
• Confirms appointments for clients, customers, and employees.
• Assists the President in performing administrative tasks.
• Maintains filing systems for records, correspondence, and other material.
• Researches to find needed information to support company employees and customers.
• Assists and coordinates conferences and meetings.
• Reviews/proofreads work done by others and provides recommend revisions.
• Operates office equipment such as scanners, copiers, and phone systems, and use company specific software to enter/retrieve data.

CUSTOMER SERVICE

• Prepares new customer contracts and distributes to customers
• Assists new customers with setting up their accounts or helps manage already existing accounts.
• Addresses customer compliments, complaints, account questions.
• Assists in preparing welcome packets for all new customers.
• Greets visitors and customer service callers and routes the customer according to standardized processes.
• Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
• Contributes to team effort by accomplishing related results as needed, assists team members and customers to ensure customer satisfaction is 100%.

JOB FACTORS

• A high degree of analytical ability and sound judgment required.
• Ability to plan, organize and prioritize projects, tasks and daily work.
• A high degree of verbal and writing communications skills required.
• Has the “Do whatever it takes to get the job done” attitude.
• Adheres to the company’s ethics, privacy policies and all other policies and procedures
• Must demonstrate discretion, integrity, patience, management of stress and anger, and fair-mindedness consistent with all company policies and procedures.
• Participates in the continual improvement of systems, processes, policies, procedures and materials relating to the operation of the company.
• Maintains positive working relationships with all employees, management, clients, outsiders and staff.
• Ability to work infrequent evenings and weekends as required.
• Some infrequent travel may be required as part of a team.
• Ability to work in a fast- paced, busy office environment