Administrative Specialist

Overview
We are seeking a detail-oriented and highly organized Administrative Specialist to join our team. The ideal candidate will play a crucial role in supporting our daily operations and ensuring that administrative tasks are completed efficiently. This position requires strong communication skills, proficiency in various office software, and the ability to manage multiple tasks effectively.

Duties

• Read/analyze incoming memos and voicemails, submissions, and reports to determine their significance and plan their distribution.
• Open, sort, and distribute incoming correspondence, including faxes, mail and email.
• File and retrieve corporate documents, records, and reports.
• Greet visitors with hospitality and determine whether they should be given access to specific individuals.
• Prepare responses to correspondence containing routine inquiries.
• Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees and boards of directors.
• Arrange, send invites for, and attend meetings to record minutes when requested.
• Answer phone calls and direct calls to appropriate parties or take messages.
• Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work.
• Prepare agendas and decide arrangements, such as coordinating catering for luncheons, for committee, board, and other meetings.
• Responsibilities to Sales and Marketing

· Perform duties within the CRM as directed by the Chief of Staff.

· Review commissions as needed for Sales and Marketing Directors.

· Act as a liaison between communities and sales vendors.

· Monitor sales forms and ensure they are edited as needed and up to date.

· Assist with mailing collateral material.

· Track and maintain monthly point totals for President’s Club.

• Responsibilities to Business Office/Human Resources

· Complete I-9 Verifications for designated communities.

· Enter new associates into payroll system for designated communities.

· Manage/Assist designated communities with job postings.

· Assists with the completion of background checks for designated communities.

Requirements

• Proven experience in an administrative role or similar position is preferred.
• Proficiency in Microsoft Word, Excel, PowerPoint, Teams, and Outlook.
• Strong clerical skills with attention to detail for accurate data entry and document management.
• Excellent customer service skills with the ability to communicate effectively both verbally and in writing.
• Strong organizational skills with the ability to prioritize tasks and manage time efficiently.
• Ability to operate standard office equipment and phone systems proficiently.
• A proactive approach to problem-solving with strong interpersonal skills.

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to Commute:

• Birmingham, AL 35205 (Required)

Ability to Relocate:

• Birmingham, AL 35205: Relocate before starting work (Required)

Work Location: In person