Administrative Assistant

We are looking for an experienced and professional Administrative Assistant, to perform activities across the administrative, sales, payroll and employee relations functions within our organization.

Key Responsibilities

1. Office Management-Ensures smooth daily operations by managing office supplies, maintaining organized filing systems, coordinating maintenance and repairs, and overseeing office equipment. They also handle scheduling and logistical arrangements for meetings and events, contributing to an efficient work environment.
2. Staffing-Supports staff by coordinating onboarding and training processes, creating and managing employee rosters, and facilitating communication between team members and management. They assist in addressing employee inquiries and concerns, fostering a collaborative atmosphere.
3. Billing and Invoicing-Preparing and sending invoices to clients, tracking payments, and following up on outstanding accounts. They maintain accurate records of billing activities and assist in reconciling discrepancies to ensure timely financial reporting.
4. Payroll Processing-Processes payroll accurately and timely, ensuring compliance with company policies and legal regulations. They maintain payroll records, and address payroll-related inquiries.
5. Client Relations-The point of contact for clients, managing inquiries, providing information, and ensuring timely responses. They facilitate effective communication between clients and internal teams, helping to build strong relationships and enhance customer satisfaction.
6. Sales Communication and Support-Supporting the sales team, the administrative assistant manages lead tracking, prepares sales proposals, and coordinates client communications. They assist in organizing sales meetings and provide logistical support to enhance sales efforts.
7. Inventory-Oversees inventory management by tracking stock levels, placing orders for supplies, and coordinating with vendors. They maintain accurate records of inventory usage and assist in conducting regular inventory audits to ensure efficient stock management.
8. Reporting- Compiles data to create regular reports for management, covering various aspects of office operations, sales performance, and employee metrics. They ensure reports are accurate and delivered on time, helping to inform decision-making and strategy.
9. Job Scheduling- Manages scheduling, ensuring that jobs, site visits, meetings, and deadlines are organized efficiently. They coordinate all resources and logistics to support the excution ,optimizing the workflow.
10. Management Support-Provides vital support to management by handling a variety of tasks to streamline operations. This includes organizing and prioritizing emails and communications, managing calendars to schedule meetings and appointments efficiently. By maintaining confidentiality and professionalism, the administrative assistant helps create a productive environment that allows management to focus on strategic initiatives.

Qualifications and Experience

• At least 4 years of experience in general business operations and administrative functions (or a comparable role).
• A diploma or certificate in office administration, secretarial studies, or a related discipline, or an equivalent mix of education and practical experience.

Required Skills

• Organizational Skills: Ability to manage multiple tasks and priorities efficiently while maintaining attention to detail.
• Communication Skills: Strong verbal and written communication skills to effectively interact with team members, clients, and management.
• Proficiency in Software: Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint) 
• Problem-Solving Skills: Capable of identifying issues and developing practical solutions in a timely manner.
• Time Management: Ability to manage time effectively to meet deadlines and support various departments across the organization.
• Interpersonal Skills: Strong relationship-building skills to foster positive interactions with employees and clients.
• Attention to Detail: Keen eye for detail to ensure accuracy in reports, payroll processing, and documentation.
• Adaptability: Willingness to learn new processes and adapt to changing organizational needs.
• Confidentiality: Strong understanding of the importance of confidentiality, especially concerning sensitive employee and payroll information.
• Team Collaboration: Ability to work collaboratively within a team and support various functions across the group of companies.