Administrative Assistant
Will report to: General Manager
Job Description: The Administrative Assistant under minimal supervision, will be responsible for performing advanced, diversified duties and a variety of administrative and clerical duties to support office operations. This role includes multitasking to keep multiple departments running efficiently. Computer skills including Excel, Outlook and Word is a must. Other supporting roles include, but are not limited to:
- Answer the central phone line and direct incoming calls to appropriate personnel and taking messages and answering voicemails daily.
- Handle the logistics of customers, contractors, and guest site visits.
- Organize, schedule, support meetings and luncheons.
- Keeping office files in detailed order, up to date and archived.
- Update and maintain production status boards and general bulletin boards throughout facility.
- Create and refresh owners’ calendar and vacation schedule.
- Keep Employee roster and phone list current and published at key posting stations.
- Manage new hire and onboarding process; may include coordinating and scheduling interviews, assisting with pre-employment screening follow-up, processing of personnel change forms, communicating new hire status and expected start dates.
- Maintain office cleaning supplies through approved vendors with manager or purchaser
- Maintain office copiers, including contracts, repairs and replacement.
- Check and distribute mail daily. Go on bank deposit and post office runs as needed.
- Submit and track weekly time sheets and doing completing payroll every Monday.
- Coordinate employee uniform purchases by keeping logs and forms current and in order.
- Organize and maintain office supply inventory and making sure supply is full on a regular basis.
- Special projects and duties as assigned by Owner or General Manager.
- Other duties as assigned
Candidates should have the following:
- Willingness to work in office setting.
- Punctuality and dependability as office support.
- Ability to work in a fast-paced environment.
- The ability to communicate well with others both orally and in writing.
- The ability to pay close attention to detail and work independently.
- Discretion while handling confidential information involving HR communications.
- The ability to plan and organize multiple responsibilities simultaneously and prioritize requirements while managing available resources.
- Ability to make travel reservations for Owner and Managers.
- Must be able to handle a dynamic environment with a wide range of responsibilities.