Administrative Assistant

rovide administrative support to office management within the company. Candidate will also liaison with and support other divisions; accounting, project managers and marketing. The position requires experience in a fast-paced environment with the ability to execute a wide variety of complex and professional skills in a professional and timely manner with a high level of self-direction.

ESSENTIAL FUNCTIONS

• Hours are Monday through Friday 9am to 5:30pm
• Maintain Company spreadsheets with tasks and work order information
• Manage vendor insurance certificates
• Maintain and follow up on certified payroll for vendors
• Conduct credit application/criminal background check on new employees
• Request and follow up base pass request for site visits and new employees
• Update and maintain current contact information for employees
• Return calls to vendors as required, make calls, and conduct follow up calls as needed, maintain record of customer/client interactions
• Receive, process and distribute mail, including returned mail follow up
• Schedule meetings, maintain meeting minutes, attend meetings as needed
• Follow up on Annual Meeting business and tasks as required with vendors and owners
• Keep software updated with all vendor/ account information
• Maintain master list company spreadsheet.
• Create and maintain email files and folders for vendors, staff
• Create and edit photos and graphics as needed for flyers, advertisements, and mailings
• Maintain postage and accurate mailing information, order and manage shipping supplies
• Maintain office supply list and create orders as needed
• Update and maintain office phone system and on call system
• Typing correspondence and scanning documents and support other areas as needed
• Maintain calendars of key dates, expirations, appointments and activities, schedule meetings and conference room needs
• Identify and report recurring issues to Management
• Participate in skill and customer service training or coaching as required
• Greet and make visitors feel welcome at front desk, answer and transfer calls as needed at reception, distribute incoming documents, mail, packages, etc.
• Assist with maintenance emergencies and provide back up to office manager
• Complete other duties as required.

It is preferred the candidate lives at an address that is certified by the U.S. government as a HUBZone (Historically Underutilized Business Zone). Go to this website and enter your address, it will tell you “yes” or “no” that the address is a HUBZone:

https://maps.certify.sba.gov/hubzone/map#center=39.828200,-98.579500&zoom=5