Administrative Assistant

• Provide administrative support to ensure efficient office operations.
  
• Maintain physical and digital filing systems.
  
• Answer phone calls and directs callers to appropriate personnel signs for incoming packages and greets visitors.
  
• Make travel arrangements.
  
• Input and update information in databases and spreadsheets.
  
• Sort incoming mail and coordinates any administrative shipping needs.
  
• Be responsible for daily cash / check deposit and documentation.
  
• Reconcile deposits received from 9 plants.
  
• Reconcile company credit cards including tracking purchases reconciling monthly statements obtaining signatures and receipts and submitting to accounting.
  
• Process credit card payments when required.
  
• Request and manage Certificate of Insurance documentation for all vendors.
  
• Enter vendor ACH information into accounting software.
  
• Mail Accounts Payable checks.
  
• Maintain property tax records and processes bills for payment.
  
• Enter fuel usage for all equipment and processes invoices from fuel suppliers.
  
• Coordinate logistics for meetings including room setup/breakdown and catering.
  
• Ensure kitchen and office supplies are always on hand.
  
• Research compile and summarize information for reports or presentations as requested.
  
• Work closely with other administrative staff and support other colleagues as needed.
  
• Employ discretion and maintains confidentiality with sensitive information to ensure compliance with privacy policies and regulations.
  
• Ensure that deadlines are met and adapt to changing priorities.
  
• Present a positive and professional image for the organization.
  

Requirements

• Proficiency with Microsoft Office platform especially Excel and Word.
  
• Data management and entry skills including the ability to maintain and improve filing systems.
  
• Written communication skills. Time management multitasking and flexibility.
  
• Organizational skills
  
• Accuracy and attention to detail
  
• Interpersonal skills professional and courteous demeanor excellent office and phone etiquette and the ability to maintain confidentiality always.
  
• Ability to work well under pressure and navigate multiple deadlines.
  
• Proactive approach to problemsolving and process improvement.
  
• Ability to work well independently and in collaboration with others.
  
• Event planning and coordination.
  
• High school diploma or equivalent Associate s degree a plus.
  
• Past administrative experience or tenure in an office setting a plus.
  

Benefits