Administrative Assistant

We are seeking a responsible Administrative Assistant to perform a variety of administrative and clerical tasks for a fast paced mechanical contractor office.

Duties of the Administrative Assistant include providing support to our staff, assisting in daily office needs and managing our company’s general administrative activities. Administrative Assistant responsibilities include making travel and meeting arrangements, preparing and maintaining reports and filing systems.

The ideal candidate should have excellent English oral and written communication skills, Spanish secondary, and be able to organize their work using tools like MS Word, Excel & Outlook and office equipment.

If you have previous experience as an Administrative Assistant and familiarity within our industry, we’d like to meet you. Ultimately, a successful Administrative Assistant should ensure the efficient and smooth day-to-day operation of our office.

Responsibilities

• Answer and direct phone calls
• Assist with change orders, submittals, warranties and inventory
• Organize and schedule appointments
• Plan meetings and take detailed minutes
• Write and distribute email, correspondence memos, letters, faxes and forms
• Assist in the preparation of regularly scheduled reports
• Develop and maintain the filing system
• Update and maintain office policies and procedures
• Order office supplies and research new deals and suppliers
• Maintain contact lists
• Provide general support to staff, visitors, vendors and customers
• Act as the point of contact for internal and external clients
• Liaise with executives and senior administrative assistants to handle requests and queries from senior managers

Skills

• Proven experience as an administrative assistant or office administrative assistant
• Knowledge of office management systems and procedures
• Working knowledge of office equipment, like printers and fax machines
• Proficiency in MS Office (MS Word, Excel, PowerPoint and Outlook, in particular)
• Excellent time management skills and the ability to prioritize work
• Attention to detail and problem solving skills
• Excellent written and verbal communication skills; English mandatory, Spanish additional
• Strong organizational skills with the ability to multi-task
• Proactive and takes initiative
• Strong sense of urgency and meets deadlines
• Problem solver
• Team player
• High School degree; additional qualification as an Administrative assistant or Secretary will be a plus