Administrative Assistant
Summary/Objective
Provides various administrative functions. In most cases, the Administrative Assistant is the first point of contact for all visitors and all calls in to the property. Greets visitors and offers direction and information. Answers a heavy amount of incoming calls, determining the purpose of the call, and forwarding calls to appropriate personnel with the utmost professionalism and courtesy. Responsible for scheduling appointments, and assisting office personnel with clerical work and other office duties.
Essential Functions
- Retrieves main office messages from voice mail and forwards to appropriate personnel.
- Answer and direct all incoming calls to the appropriate team member. When the appropriate team member is unavailable, ensure proper follow up.
- Relieve management of administrative detail with all projects, phones, faxes, filing, typing, and mailings.
- Secure all required applicant signatures, for administrative processes.
- Maintain documentation and filing procedures and systems.
- Keep a running list of needed supplies and order as necessary.
- Greet, introduce, welcome visitors.
- Foster a positive, active and collaborative relationship with team members, prospects, , communities, vendors and associated agencies.
- Assist to schedule application intakes, interviews, processing and preparation of applications, and their distribution.
- Assist with communications/notices.
- Consistently maintain rules and regulations, as well as all state, federal and/or local laws.
- Assist in the achievement of goals.
- Maintain accurate records as necessary.
- Receive, review, and route incoming mail, and ensure that invoices and other time sensitive materials are processed.
- Report to management.
- Input all work order and requests.
- Responsible for keeping reception area clean with professional surroundings.
- Monitors visitor access.
- Other duties as assigned.
Competencies
- Excellent interpersonal skills; strong verbal communication skills
- Able to work independently; self-motivated, takes initiative
- Able to multitask and prioritize efficiently
- Ability to determine varying nature of calls/issues, and identify the priority level
- Accepts responsibility and accountability
- Honest and trustworthy; displays integrity
- Professional, in appearance and action
- Shows adaptability
- Organized and detailed
Supervisor Responsibility
This position has no supervisory responsibilities
Work Environment
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
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.
The employee is frequently required to stand and sit. The employee is occasionally required to stoop, kneel, crouch, or crawl and taste or smell. The employee must regularly lift and /or move up to 10 pounds.
Required Education and Experience
HS diploma or equivalent, plus 2 years of related experience; to include data entry, data processing, and skills in Microsoft office.
Additional Eligibility Qualifications
- Multilingual skills strongly preferred and sometimes required, based on needs
- Ability to use and communicate through email required
- Previous customer service experience
Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
