Administrative Assistant

$37,440 - $45,760/Yr

Adecco - Liverpool, NY

Full-time - Entry Level

Liverpool, NY

Administrative and Support Services

About the position

The Administrative Assistant position at Adecco involves providing essential support to office personnel in Liverpool, NY. This temporary role requires managing various administrative tasks, including answering phone calls, greeting visitors, and performing data entry. The assistant will also support the Procurement Manager and Customer Service Representatives, ensuring efficient office operations and maintaining confidentiality of sensitive information.

Responsibilities

• Greets clients, visitors, and guests; determines the purpose of each person's visit and directs or escorts them to the appropriate location.
• Answers, screens, and directs phone calls to staff; takes messages and schedules appointments.
• Performs data entry administrative and clerical support tasks such as entering purchase orders into the AS 400 and following up with vendors.
• Provides support to the Procurement Manager as requested.
• Provides support to Customer Service Reps (CSRs) and types customer quotes as requested.
• Performs basic filing and recordkeeping for the Controller.
• Receives mail, documents, packages, and courier deliveries and delivers or distributes items.
• Opens and sorts the incoming mail.
• Receives data and paperwork from the Sales Department and other office staff each day.
• Verifies the receipt of data and paperwork, obtaining any data that is missing.
• Records and processes data and paperwork into the correct computer system(s) effectively and efficiently, supporting the 24-hour process turnaround expectations.
• Completes the billing process each day in an effective and timely manner.
• Completes the order entry process each day in an effective and timely manner.
• Updates and maintains customer information as required in an effective and timely manner.
• Assists with inputting job card updates and creates job packets.
• Retrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data when needed.
• Responds to and resolves administrative inquiries and questions.
• Manages documentation logs in order to track document statuses and other clerical records for the document control center.
• Maintains and orders office supplies.
• Resolves minor processing problems; seeks assistance from management or other appropriate staff for issues beyond immediate expertise and supports the 24-hour turnaround process expectations.
• Assists with and serves as a backup for the other administrative functions and the reception area.
• Maintains filing systems as assigned and completes all relevant filing each day.
• Maintains confidentiality of sensitive information.
• Engages with customers, vendors, co-workers, subcontractors, and delivery drivers with a positive and supportive attitude.
• Conforms to the company's culture of quality, service, and continuous improvement, while taking personal responsibility for own actions and treating fellow employees, customers, and vendors respectfully and ethically.
• As needed, assigned 'Champion Role' in keeping shop inventory stocked, organized, and clean.
• Follows all company and OSHA Safety regulations; works in a safe manner and uses personal protective equipment as instructed; reinforces housekeeping and core values.
• Efficient with time and task completion, working smarter and not harder.
• Maintains a list of pending and completed responsibilities and checklists as needed.

Requirements

• High school diploma required.
• Must have a current valid NY driver's license and submit a copy to Human Resources prior to driving for business purposes and/or a company vehicle.
• Prior office experience preferred.
• Strong verbal and written communication skills.
• Proven ability to successfully multi-task.
• Proven ability to thrive in a fast-paced environment and meet critical deadlines.
• Excellent organizational skills with a high attention to detail.
• Proficient in Microsoft Office Suite and/or similar software.
• Ability to maintain confidential information.

Benefits

• Medical insurance
• Dental insurance
• Vision insurance
• Life insurance
• Short-term disability
• Additional voluntary benefits
• EAP program
• Commuter benefits
• 401K plan
• Paid Sick Leave
• Holiday pay