The Office Assistant duties and responsibilities include providing administrative support to ensure efficient operation of the office. Supports executives through a variety of tasks related to organization and communication. Responsible for confidential and time sensitive material. Familiar with a variety of the field’s concepts, practices and procedures. Ability to effectively communicate via phone and email ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner. Rely on experience and judgment to plan and accomplish goals and a wide degree of creativity and latitude is expected.
Responsibilities:
- Answer and direct phone calls
- Organize and schedule meetings and appointments
- Maintain contact lists
- Produce and distribute correspondence memos, letters, and forms
- Maintain filing systems
- Order office supplies
- Provide general support to customers
- Provide information by answering questions and requests
- Handle multiple projects
- Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
- Maintaining supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
- Contribute to team effort by accomplishing related results as needed
- Carry out administrative duties such as filing, typing, copying, binding, scanning etc.
- Maintain computer and manual filing systems
- Handle sensitive information in a confidential manner
- Take accurate minutes of meetings
- Coordinate office procedures
- Reply to email, telephone or face to face enquiries
- Develop and update administrative systems to make them more efficient
- Resolve administrative problems
- Receive, sort and distribute mail
- Answer telephone calls
- Greet and assist visitors to the office
- Work with Design Coordinator to complete design selections and pricing
- Process Change Orders as needed
- Provide quality customer service to all customers during construction
- Schedule mandatory and requested customer meetings
- Maintain accurate customer files
- Provide follow through and closure on customer inquiries and requests
- Assist in preparing building permit applications and packages
- Check all start packages for completeness prior to being provided to Construction Manager
- Provide required information and/or paperwork to vendors on items to be included in each customer home
Requirements:
- Proven admin or assistant experience
- Knowledge of office management systems and procedures
- Excellent time management skills and ability to multitask and prioritize work
- Attention to detail and problem solving skills
- Excellent written and verbal communication skills
- Strong organizational and planning skills
- Proficient in MS Office
- At least 7 years of experience in the field or in a related area
- High school diploma or equivalent; college degree preferred
Executive Assistant top skills & proficiencies:
- Reporting Skills
- Administrative Writing Skills
- Microsoft Office Skills
- Analysis
- Professionalism
- Problem Solving
- Supply Management
- Inventory Control
- Verbal Communication
- Office Administration Procedures
- Typing Skills
- Attention to Detail
- Accuracy
- Multitask
- Telephone Skills
- Teamwork
- Discretion and Judgment
- Patience
Job Type: Full-time
Salary: $24,000.00 to $36,000.00 /year
Experience:
- administrative assistant: 2 years (Preferred)
- 10 Key: 1 year (Preferred)
- QuickBooks: 1 year (Preferred)
Education:
- High school or equivalent (Preferred)
Location:
- New Port Richey, FL (Required)
Work authorization:
- United States (Required)
Work Location:
- One location
Benefits:
- Paid time off
- Professional development assistance
Setting:
- Other
Ergonomic Workspace:
- Yes
This Job Is Ideal for Someone Who Is:
- Adaptable/flexible — enjoys doing work that requires frequent shifts in direction
- Detail-oriented — would rather focus on the details of work than the bigger picture
- People-oriented — enjoys interacting with people and working on group projects
- Dependable — more reliable than spontaneous
- Autonomous/Independent — enjoys working with little direction
This Job Is:
- A good fit for applicants with gaps in their resume, or who have been out of the workforce for the past 6 months or more
- A good job for someone just entering the workforce or returning to the workforce with limited experience and education
- Open to applicants who do not have a college diploma
Schedule:
- Monday to Friday
- No weekends
