Admin Assistant
Melbourne, FL
Full Time
Entry Level
Admin Assistant Job Description
We are looking for a skilled Admin Assistant to undertake a variety of day-to-day office and clerical tasks. You will be an integral part in ensuring that our office operations run smoothly and are successful in supporting other business activities. An excellent Admin Assistant is, above all, an organized and competent professional with phenomenal communication skills. You will be comfortable dealing with people and able to carry out administrative duties with accuracy and speed.
The ideal candidate should have excellent oral and written communication skills, have a friendly personality, is proactive and be able to organize their work using tools, like Excel and office equipment. The goal is to ensure that office operations are efficient and add maximum value to the organization. It is critical that this position be available to the team and clients during our 9-5 business hours during the week.
Responsibilities
- Answer phones and support other teams with various administrative tasks (redirecting calls, disseminating correspondence, scheduling meetings etc.)
- Greet visitors at the office and direct them to appropriate RPS team members and meeting rooms, providing refreshments as needed.
- Assist with daily organization tasks (turning on/off lights and TVs, making coffee, keeping office picked up, clean out fridge, check bathrooms are clean, wipe counter, Greenroom is clean and stocked, take out trash regularly etc.)
- Collect payments digitally and via mail
- Draft emails, letters and notices
- Manage documents and spreadsheets
- Maintain files and records with effective filing system
- To include paper and digital files, converting paper files to digital, and managing statuses for HR records.
- Monitor office supplies inventory and place orders, go shopping, run errands, and local driving (stock supplies, snacks and toiletries)
- Assist in scheduling internal and external events
- Follow office workflow procedures to ensure maximum efficiency
- Assist in vendor relationship management (water, cleaners, chaplains, IT, phones etc.)
- Assist in accounts receivable and accounts payable (Sending invoices, writing checks, sales handoffs, checking on late invoices, checking when DPs are made, assist in cash flow doc, etc.)
- Assisting with cleaning the office, if we don’t have a hired cleaner.
Skills And Qualifications
- Preferred experience as an Admin Assistant or similar role
- Experience in customer service
- Knowledge of basic bookkeeping principles and office management systems and procedures
- Knowledge of MS Office, Rippling, FreshBooks, Wrike, Google calendar
- Working knowledge of office equipment
- Excellent communication and interpersonal skills
- Organized with the ability to prioritize and multitask
- Reliable with patience and professionalism
- Associate’s/College Degree
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