What are the responsibilities and job description for the Administrative Assistant position at Ten-8 Fire & Safety?
Description
SUMMARY:We are seeking a talented and detail oriented Administrative Assistant-Receptionist who thrives in providing quality customer service and solutions. This position is focused on providing support to the daily operations of Ten-8.
ESSENTIAL DUTIES AND RESPONSIBILITIES: include but are not limited to the following. Other duties may be assigned as needed.
- Provide administrative support to ensure efficient office operations.
- Answer phones in a friendly, professional, and courteous manner and direct callers to the appropriate person/department.
- Welcome and greet clients and office guests.
- Maintain internal distribution lists.
- Support office staff and executives with various clerical tasks and special projects.
- Plan and schedule meetings, presentations, other office-related events, and travel arrangements.
- Manage scheduled use of conference room.
- Support meetings and events by ordering and setting up food and beverages when needed.
- Type out paper and electronic correspondence.
- Prepare outgoing mail and packages for accounting team and executives.
- Monitor and maintain office equipment and supplies; request repair or restocking when necessary.
- Ensure office and kitchenette area are kept clean and organized at all times.
- Ensure the conference room is clean before each meeting.
- Develop positive relationships with all employees, vendors, and customers.
- Receive, sort, and forward incoming mail and faxes.
- Review, assemble and mail customer invoices, statements, and other correspondence.
- Assist with other related clerical duties such as copying, collating, filing, and scanning.
- Perform other tasks as assigned by Management to accomplish the mission and vision of Ten-8.
LANGUAGE SKILLS: Ability to read and comprehend simple instructions, draft letters/memos, and proofread. Ability to effectively and concisely present information in one-on-one and small group situations to customers and other employees. Proficient verbal and written communication skills, in English, is required.
EDUCATION:
- High school or equivalent.
MATHEMATICAL SKILLS: Ability to apply concepts of basic mathematics. Strong analytical skills are required.
REASONING ABILITY: Ability to apply common-sense understanding to carry out instructions in written and oral form.
OTHER SKILLS AND ABILITIES:
- Proficient in MS Office (Excel, Word & PowerPoint in particular).
- Excellent time management skills and the ability to prioritize work.
- Attention to detail and problem-solving skills.
- Must be able to work independently on assigned tasks as well as to accept direction on given assignments.
- Must have experience in answering multi-line phone system.
- Must be able to multi-task.
PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Must be able to lift/carry a maximum of 20 lbs.
WORK POSITIONS (defined in 10% increments or work time):
WORK ENVIRONMENT: The work environment characteristics described here are representative of those and employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is moderate.
EEO STATEMENT: Ten-8 Fire & Safety provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.
DRUG FREE WORKPLACE: Ten-8 Fire & Safety is committed to protecting the safety, health and wellbeing of all employees and other individuals in our workplace. As a condition of employment, employees are required to participate in pre-employment drug screening.
