Administrative Assistant

Reports to: Operations Manager 

Location: Fort Lauderdale, FL 

 

Job Summary 

Provides general office support for a variety of clerical activities and tasks including answering incoming calls, managing the reception area, mail, requisitioning supplies, organizing office communication and activities on a day-to-day basis.  

Essential Duties and Responsibilities 

  • Answer telephones and direct the caller to appropriate associate; transfer caller to voice mailbox when associate is unavailable; takes and retrieves messages 

  • Provide callers with information such as company address, directions to company, fax numbers, company website and other related information 

  • Greets and directs visitors to the company; manages reception area to maintain a professional image 

  • Receive, sort and forward incoming mail 

  • Coordinates the pick-up and delivery of all mail services (FedEx, UPS, etc.) 

  • Serve as point person for organizing all large mailings 

  • Assist in the ordering, receiving, stocking and distribution of office supplies 

  • Coordinate the repairs and maintenance of office equipment, including copier, fax machines, computers, printers, etc. 

  • Manage conference room reservations and organize all aspects for meetings 

  • Type correspondence and reports; edit and update various spreadsheets 

  • Maintain confidential records and files 

  • Assist with calling of prospective customers to promote company services offerings 

  • Perform other related duties as required 

 

Qualifications and Requirements 

  • High School diploma or GED 

  • Excellent time management and multitasking skills 

  • Excellent customer service skills 

  • Working knowledge of mail processes such as postage machine, FedEx, UPS 

  • Computer literacy; Proficiency in Microsoft Word, PowerPoint, Mail Chimp, Adobe Spark, Excel, Outlook, data entry 

  • Ability to enter data efficiently, timely and correctly in order to meet deadlines 

  • Good planning and organizational skills 

  • Well-developed verbal, listening, and written communications skills 

  • Ability to work independently or as a team player 

  • Attention to detail and a high level of accuracy and confidentiality 

  • Ability to maintain a professional appearance and manner 

  • Ability to contend with a wide variety of people on various issues 

  • Ability to work in a busy office with constant interruptions 

  • 1-3 years previous experience in an office environment 

  • Knowledge of general bookkeeping, accounting and/or Human Resources skills may be required 

Physical demands and abilities 

  • Regularly spend long hours sitting and using office equipment and computers 

  • Regularly move from sitting to standing positions effortlessly 

  • Regularly work on repetitive tasks 

  • Regularly use hands and fingers to handle, control or feel objects 

  • Regularly hold the arm and hand in one position or hold the hand steady while moving the arm 

  • Regularly use headphones and earpiece 

  • Regularly see details of objects that are less than a few feet away 

  • Regularly speak clearly so listeners can understand 

  • Regularly understand the speech of another person 

  • Frequently bend to file and maintain files 

  • Occasionally lift 5-20 pounds