Administrative Assistant

Summary

The position ofadministrative assistantwill providereception andadministrative organization, logisticandgeneralsupporttothe Administrative and Financialdepartment.Responsibilities may include any task related toreception, office management,accounts receivable, accounts payable, ticket collection, invoice reconciliation, data entry, or other administrative accounting duties.

Responsibilities

• Answer/direct calls,e-mailsand other inquiries.

• Greet visitors and make introductions to employees.

• Prepare, send,receiveand distribute mail and other parcels.

• Maintain company electronic calendar to schedule and reserve meeting space and equipment asrequired.

• Communicatevarious information including announcements and memorandumsand help schedule/coordinate events. 

• Coordinatewith the generalservicessuppliers likethe fleet,telephone,and energycompanies.

• Track, order, andmaintaininventory of office supplies and equipment, including inventory relevant to the reception and waiting areas. 

• Maintain the reception, waiting areas, meeting rooms, and breakrooms so they are orderly, neat, and tidy. 

• Organize the booking forhotel,flight,car, and all the necessarylogisticsfor current and new employees or visitors. 

• Organize various files, folders, and other information both physically and electronically. 

• Review,reconcileand enter the invoices and inventory in applicable accounting systems.

• Collect/receive invoices, tickets, receipts, and other documentation.

• Prepare reports at variousintervals and frequencies showing departmental orproject accountingmetrics.

• Communicate with vendors, suppliers, subcontractors, and other entities to provide information and answer questions related to accountingactivities. 

MinimumRequirements

• Minimum of two(2) years of experience in similar administrative positions. 

• Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability towritereports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and thegeneral public.

• Proficiencyin Microsoft Word, Excel, and Outlook. 

• Effective organization skills. 

• Exposure toaccounting software(s).E-Cubits,Insite,DocumentLocator, etc.isaplus. 

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