What are the responsibilities and job description for the Administrative Manager position at AY Media Group?
Job Overview
AY Media Group is seeking a dedicated and experienced Administrative Manager to join our team. The ideal candidate will have a minimum of five years of experience in office management and will be responsible for performing a variety of administrative tasks to ensure the smooth operation of our office. This role requires strong communication skills, attention to detail, and the ability to work independently in a fast-paced environment.
Key Responsibilities
- Administrative Support: Perform a wide range of standard and specialized support duties within the assigned department, ensuring efficient operations.
- Communication Management: Screen incoming calls, direct them appropriately, and take detailed messages when necessary. Serve as the first point of contact for visitors, providing assistance and information as needed.
-* Mail Handling*: Receive, sort, and distribute incoming mail and correspondence to the appropriate personnel while preparing and dispatching outgoing mail in accordance with established procedures and postal regulations.
- Document Management: Photocopy and safeguard confidential documents, utilizing standard operating equipment and computer programs to prepare and format forms, reports, and other essential documents.
- Data Entry and Record Keeping: Conduct routine data entry tasks, ensuring accurate information is entered into various databases and CRM systems. Maintain organized filing systems and uphold record-keeping standards.
- Billing and Invoicing: Assist in the preparation and management of billing processes, ensuring accuracy and timely submissions.
- Human Resources Support: Provide administrative support for HR functions, including employee onboarding, record maintenance, and compliance with company policies.
- Workflow Coordination: Assist in maintaining the proper flow of paperwork within the department, ensuring that all processes are followed efficiently.
- Inquiry Response: Address written or oral inquiries of a routine nature and provide relevant information to staff and clients.- Scheduling: Coordinate appointments and manage conference room bookings, verifying data and providing follow-up communication to relevant parties.
- Additional Duties: Perform other related duties as assigned to support the overall operations of the office.
Qualifications
- Education: Minimum of High School Diploma or GED.
- Experience: At least five years of experience in office management or a related field.
- Technical Skills: Proficient in iMac and software applications, including Google Drive/G-Suite, Google Sheets, Salesforce, and QuickBooks.
- CRM Proficiency: Experience using CRM systems for data entry and management.
- Billing Experience: Knowledge of billing processes and invoicing procedures.
- HR Experience: Familiarity with human resources functions and procedures.
- Organizational Skills: Strong knowledge of filing and record-keeping procedures, as well as customer service principles.
- Data Management: Ability to perform accurate data entry, typing, and word processing, with a keen eye for detail.
- Regulatory Knowledge: Familiarity with company policies, procedures, and applicable regulations.
- Communication Skills: Excellent communication skills, both written and verbal, with the ability to comprehend and assimilate technical and business-related documents.
Join us at AY Media Group, where you can contribute to a dynamic team and make a meaningful impact. We look forward to receiving your application!
Job Type: Full-time
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Schedule:
- Day shift
- Monday to Friday
Ability to Commute:
- Little Rock, AR 72201 (Required)
Work Location: In person