Office Administrator

POSITION SUMMARY:

The Administrative Assistant (AA) - is an individual that has been selected according to qualifications deemed necessary for the effective fulfillment of the position's responsibilities. This position includes meeting and greeting visitors and guests, attending to the phones and distributing calls to the appropriate individual, receiving and sorting mail both incoming and outgoing, managing the office supply inventory to ensure that the location has the necessary supplies to perform the daily operational tasks, prepare invoicing to be turned in within the given timeframe, assist in human resources related areas including but not limited to payroll, hiring, etc. In addition to these tasks this individual must also be willing to assist with other miscellaneous tasks around the office and facility.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Greets and welcomes in guests, visitors, job applicants to the facility

o Meet each visitor with a courteous greeting and request his or her business

o Make sure visitors are comfortable while they wait

Offer coffee, water, etc.

o Make sure all visitors sign in.

Orientation video will be viewed by all guests and will be valid for 1 calendar year.

o Direct visitor to the appropriate person within the facility

o Maintenance of office appearance

• Answering the phone

o Professional and positive attitude when answering all incoming calls

o Route calls to appropriate personnel

o Makes note of any messages clearly and detailed

(Name, Phone number, Company, Business)

o Answers general questions about the office for callers

• Mail

o Coordinate pickup and delivery of carrier/express mail services

o Ensure appropriate documents reach Corporate office in a timely manner

PO's

Receipts

Invoices

Etc.

o Relay mail to appropriate individuals in a timely manner

• Office Supply Inventory Management

o Order Office Supplies utilizing the most economical and reliable source available

o Ensure that office supplies are well maintained, and appropriate levels of inventory are kept.

• Invoicing and billing

o Invoicing

Ensure proper requirements are made per customer before submitting invoices for