About the position
The Local Company is seeking to expand its California Division by adding administrative support to enhance the efficiency of its Operational Management team. This position offers a fantastic opportunity for candidates who are career-focused and eager to contribute to the growth of the organization. The role encompasses a wide range of administrative and office support activities that are essential for the smooth operation of the department and the organization as a whole. The successful candidate will play a crucial role in facilitating communication and organization within the team, ensuring that all administrative tasks are handled efficiently and effectively. In this position, the individual will be responsible for answering, screening, and transferring inbound phone calls, as well as receiving and directing visitors and clients. General clerical duties will include photocopying, faxing, and mailing, along with maintaining both electronic and hard copy filing systems. The candidate will retrieve documents from the filing system and handle requests for information and data, resolving any administrative problems and inquiries that may arise. Additionally, the role involves preparing written responses to routine inquiries and modifying documents such as correspondence, reports, drafts, memos, and emails. The candidate will also be tasked with scheduling and coordinating meetings, appointments, and travel arrangements for managers or supervisors, preparing agendas for meetings, and recording, compiling, transcribing, and distributing minutes of meetings. Other responsibilities include opening, sorting, and distributing incoming correspondence, maintaining office supply inventories, coordinating the maintenance of office equipment, and keeping records for staff, telephones, parking, and petty cash. This position is vital for ensuring that the operational management team can focus on their core responsibilities without being bogged down by administrative tasks.
Responsibilities
- Answer, screen and transfer inbound phone calls
- Receive and direct visitors and clients
- Perform general clerical duties including photocopying, faxing, and mailing
- Maintain electronic and hard copy filing system
- Retrieve documents from filing system
- Handle requests for information and data
- Resolve administrative problems and inquiries
- Prepare written responses to routine inquiries
- Prepare and modify documents including correspondence, reports, drafts, memos, and emails
- Schedule and coordinate meetings, appointments, and travel arrangements for managers or supervisors
- Prepare agendas for meetings and prepare schedules
- Record, compile, transcribe and distribute minutes of meetings
- Open, sort and distribute incoming correspondence
- Maintain office supply inventories
- Coordinate maintenance of office equipment
- Coordinate and maintain records for staff, telephones, parking, and petty cash
Requirements
- Computer skills and knowledge of relevant software
- Knowledge of operation of standard office equipment
- Knowledge of clerical and administrative procedures and systems such as filing and record keeping
- Knowledge of principles and practices of basic office management
Nice-to-haves
- Strong communication skills - written and verbal
- Planning and organizing skills
- Prioritizing skills
- Problem assessment and problem solving skills
- Information gathering and information monitoring skills
- Attention to detail and accuracy
- Flexibility and adaptability
- Customer service orientation
- Teamwork
