What are the responsibilities and job description for the Administrative Assistant position at Greenscapes of Southwest Florida Inc?
Position Overview: We are seeking a reliable and detail-oriented Administrative Assistant to support the day-to-day operations of our landscaping business. As an Administrative Assistant, you will provide administrative and clerical support to various departments, assisting with tasks such as data entry, document management, scheduling, and general office coordination. Your organizational skills and attention to detail will contribute to the smooth functioning of our business operations.
Responsibilities:
- General Administrative Support:
- Assist with general office tasks, including answering phone calls, responding to emails, and handling correspondence.
- Greet visitors and direct them to the appropriate personnel or department.
- Maintain and update filing systems, both physical and electronic, ensuring documents are organized and easily accessible.
- Order and maintain office supplies, equipment, and inventory.
- Data Entry and Documentation:
- Accurately enter data into various systems and databases, ensuring data integrity and completeness.
- Prepare and maintain various documents, reports, and spreadsheets.
- Assist in the creation and formatting of documents, presentations, and proposals.
- Proofread and edit documents for grammar, spelling, and formatting.
- Scheduling and Coordination:
- Schedule appointments, meetings, and events for staff members and clients.
- Coordinate and arrange travel arrangements, accommodations, and itineraries as required.
- Prepare meeting agendas, materials, and minutes as necessary.
- Assist in coordinating internal and external communications, including conference calls and video conferences.
- Client and Vendor Support:
- Assist in responding to client inquiries, providing information, and directing them to the appropriate departments or personnel.
- Maintain client and vendor contact lists, ensuring accuracy and updating information as needed.
- Assist in preparing and distributing client and vendor communications, such as contracts, invoices, and purchase orders.
- Follow up with clients and vendors to ensure timely completion of tasks and resolve any issues or concerns.
- Record Keeping and Reporting:
- Assist in maintaining accurate records, including financial records, invoices, and receipts.
- Prepare and maintain reports, such as expense reports, timesheets, and project tracking reports.
- Assist in compiling data and preparing presentations or reports for management review.
- Support the accounting team in organizing and reconciling financial documents as necessary.
- Office Management Support:
- Assist in coordinating office activities and ensuring smooth daily operations.
- Maintain office cleanliness and organization, including common areas and conference rooms.
- Assist in coordinating office maintenance and repairs.
- Support HR initiatives, such as employee onboarding, document preparation, and personnel file management.
Qualifications:
- High school diploma or equivalent; additional certification or relevant coursework is a plus.
- Proven experience (2 years) as an administrative assistant or in a similar role.
- Proficient computer skills, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and basic knowledge of office equipment.
- Strong organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
- Excellent attention to detail and accuracy in data entry and record-keeping.
- Strong verbal and written communication skills.
- Bilingual a plus - Spanish
- Ability to maintain confidentiality and exercise discretion.
- Strong problem-solving and decision-making abilities.
- Ability to work independently as well as collaboratively in a team environment.
