Senior Administrative Assistant

Title: Senior Administrative Assistant

Supervisor: Director

Department: Administration

FLSA Status: Non-exempt Hourly

Summary/Objective

The Senior Administrative Assistant oversees the planning, direction and coordination of the Company’s administrative and operational support services to facilitate the achievement of business objectives.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Maintain good internal/external customer satisfaction levels by exhibiting competent and timely service, anticipating needs, and resolving problems.
  1. Ensures customer satisfaction by acting as a liaison between the company and its customers.
  2. Compose and prepare correspondence and reports
• Management and follow-through of the Directors request from all forms of communications and to ensure that they are routed and completed accordingly and in a timely manner.
• Management of Whatsapp Chat Groups.
  1. Ensure that documents, images, files from Whatsapp are downloaded and organized into the correct folders.
  2. Filter messages and provide updates on the Admin Tracker for reference purposes.

• Maintains office efficiency by managing the procurement of copier paper, office and cleaning supplies as needed.

• Handles permitting. Ensures that all requirements are met, and permits are completed in an efficient and timely manner.
• Handles the management company fleet and vehicle registrations are accurate and renewals are processed on time
• Coordinate with respective managers to resolve issues pertaining to office operations, project planning and management, communication, etc.
• Perform specialized administrative duties required to support the specific program area, using discretion to make judgments based on operating guidelines
• Ensure that approved policies, practices and procedures are understood and followed by the office team.
• Analyze internal processes and recommend/implement procedural or policy changes to improve operations.
• Ensure contracts, insurance requirements, safety standards, and legal regulations are followed properly.
• Manage intercompany communications and group collaboration efforts.
• Provide managerial oversight of administrative staff.
• Maintain security of confidential information and assets including Corporate Documents and Files.
• Perform other reasonably related duties as may be assigned.

Competencies

1. Communication proficiency
2. Ethical Conduct
3. Flexibility
4. Initiative
5. Time Management
6. Flexibility.
7. Communication Proficiency.
8. Collaboration Skills.
9. Customer/Client Focus.
10. Technical Capacity.
11. Minimum of 5 years in an administrative assistant/specialist capacity (or similar position) with experience working in a fast paced environment
12. Strong command of MS Office suits and google platform
13. Bachelors Degree in relevant field is preferred
14. Certified Admin Professional certification is preferred
15. Supervisory experience is a plus

Supervisory 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. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.

Position Type/Expected Hours of Work

This is a full-time, non-exempt hourly position.

Travel

No travel is expected for this position.