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Office Assistant

Global Awnings Ocean Springs, MS

  • Expired: over a month ago. Applications are no longer accepted.
Job Description: Office Assistant Position Perform routine clerical and administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, or providing information to callers. Basic Skills Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times. Talking to others to convey information effectively. Understanding written sentences and paragraphs in work related documents. Communicating effectively in writing as appropriate for the needs of the audience. Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action. Social Skills Actively looking for ways to help people. Adjusting actions in relation to others' actions. Being aware of others' reactions and understanding why they react as they do. Bringing others together and trying to reconcile differences. Persuading others to change their minds or behavior. Complex Problem Solving Skills Identifying complex problems and reviewing related information to develop and evaluate options and implement solutions. Technical Skills Use software tools to assist with estimates, costs and bookkeeping Analyzing needs and product requirements to create a design or solve customer problem Conducting tests and inspections of products, services, or processes to evaluate quality or performance. Use computer applications for various purposes. Controlling and scheduling product delivery maintaining company logistic standards. System Skills Considering the relative costs and benefits of potential actions to choose the most appropriate one. Determining how a system should work and how changes in conditions, operations, and the environment will affect outcomes. Identifying measures or indicators of system performance and the actions needed to improve or correct performance, relative to the goals of the system. Resource Management Skills Managing one's own time and the time of others. Motivating, developing, and directing people as they work, identifying the best people for the job. Obtaining and seeing to the appropriate use of equipment, facilities, and materials needed to do certain work. Determining how money will be spent to get the work done, and assisting accounting for these expenditures. Desktop Computer Skills Databases - Using a computer application to manage large amounts of information, including creating and editing simple databases, inputting data, retrieving specific records, and creating reports to communicate the information. Graphics - Working with pictures in graphics programs or other applications, including creating simple graphics, manipulating the appearance, and inserting graphics into other programs. Internet - Using a computer application to create, manipulate, edit, and show virtual slide presentations. Navigation - Using scroll bars, a mouse, and dialog boxes to work within the computer's operating system. Being able to access and switch between applications and files of interest. Presentations - Navigating the Internet to find information, including the ability to open and configure standard browsers; use searches, hypertext references, and transfer protocols; and send and retrieve electronic mail (e-mail). Spreadsheets - Using a computer application to enter, manipulate, and format text and numerical data; insert, delete, and manipulate cells, rows, and columns; and create and save worksheets, charts, and graphs. Word Processing - Using a computer application to type text, insert pictures, format, edit, print, save, and retrieve word processing documents Tasks Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals. Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs. Use computers for various applications, such as database management or word processing. Create, maintain, and enter information into databases. Operate office equipment, such as fax machines, copiers, or phone systems and arrange for repairs when equipment malfunctions. Set up and manage paper or electronic filing systems, recording information, updating paperwork, or maintaining documents, such as attendance records, correspondence, or other material. Operate electronic mail systems and coordinate the flow of information, internally or with other organizations. Schedule and confirm appointments for clients, customers, or supervisors. Maintain scheduling and event calendars. Compose, type, and distribute meeting notes, routine correspondence, or reports, such as presentations or expense, statistical, or monthly reports. Complete forms in accordance with company procedures. Locate and attach appropriate files to incoming correspondence requiring replies. Conduct searches to find needed information, using such sources as the Internet. Open, read, route, and distribute incoming mail or other materials and answer routine letters. Make copies of correspondence or other printed material. Work Activities Interacting With Computers Communicating and Assisting Supervisors, Peers, or Subordinates Getting Information Performing Administrative Activities Establishing and Maintaining Interpersonal Relationships Organizing, Planning, and Prioritizing Work Documenting/Recording Information Evaluating Information to Determine Compliance with Standards Communicating with Persons Outside Organization Identifying Objects, Actions, and Events Detailed Work Activities Answer telephones to direct calls or provide information. Collect deposits, payments or fees, make deposits, as directed by accountant Coordinate operational activities, acting as facilitator between admin, plant, installers and jobsites. Develop computer or online applications, if necessary to achieve a company objective Assist with organizational policies or programs. Discuss account status or activity with customers or patrons. Distribute incoming mail. Distribute materials to employees or customers. Enter information into databases or software programs. Execute sales or other financial transactions. / Follow up weekly on Quotes provided to customers Greet customers, patrons, or visitors. Issue documentation or identification to customers or employees. Maintain current knowledge related to work activities. Make travel, accommodations, or entertainment arrangements for others. Manage clerical or administrative activities. Operate communications equipment or systems. Operate computers or computerized equipment. Operate office equipment. Order materials, supplies, or office equipment, as directed. Prepare documentation for contracts, transactions, or regulatory compliance. Assist estimators and installers with required job permitting. Prepare employee work schedules. Prepare informational or reference materials. Proofread documents, records, or other files to ensure accuracy. Record information from meetings or other formal proceedings. Record personnel information. Refer customers to appropriate personnel. Report maintenance or equipment problems to appropriate personnel. Route mail to correct destinations. Schedule appointments. Schedule operational activities. Search files, databases or reference materials to obtain needed information. Select resources needed to accomplish tasks. Send information, materials or documentation. Function as administrative assistant to CEO, Job Cost Accountant / Estimator, Controller and CFO Assist Accountant with Accounts Receivable and Accounts Payable, as directed. Tools Notebook computers o Laptop computers o Notebook computers Desktop calculator o 10-key calculators Desktop computers o Desktop computers Laser fax machine o Laser facsimile machines Mobile phones o Mobile phones Personal computers o Personal computers Personal digital assistant PDAs or organizers o Personal digital assistants PDA Photocopiers o Photocopying equipment Scanners o Scanners Special purpose telephones o Multi-line telephone systems Tablet computers o Tablet computers Technology - General Enterprise resource planning ERP software Data base user interface and query software Data base management system software Operating system software Graphics or photo imaging software Accounting software Project management software o Microsoft Project o Microsoft SharePoint Web page creation and editing software o Facebook o Adobe Systems Adobe Dreamweaver o LinkedIn o Social media sites Desktop publishing software o Desktop publishing software o Adobe Systems Adobe InDesign o Microsoft Publisher Electronic mail software o Microsoft Outlook o Microsoft Exchange Server Customer relationship management CRM software o Microsoft Dynamics o Salesforce software Document management software o Adobe Systems Adobe Acrobat o Filing system software o Microsoft SharePoint Internet browser software Office suite software o Microsoft 365 Office Presentation software o Microsoft PowerPoint Spreadsheet software o Microsoft Excel Transaction security and virus protection software o Microsoft Defender o Symantec o McAfee Word processing software o Microsoft Word Backup or archival software o Acronis Cloud Backup Calendar and scheduling software o Appointment scheduling software Data mining software o Data warehouse software Information retrieval or search software o LexisNexis Time accounting software o T Sheets Video conferencing software o Microsoft Teams o Zoom o Web conferencing software Video creation and editing software o YouTube Voice recognition software o Dictati

Global Awnings

Why Work Here?
Lots of flexibility and earnings potential for the right candidate


Ocean Springs, MS



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