Administrative Assistant

Position Overview

We are seeking a detail-oriented and organized Administrative Assistant to provide intermediate-level administrative, clerical, and technical support to various departments under general supervision.

The ideal candidate will have strong organizational and communication skills, proficiency in Microsoft Office applications, and the ability to manage multiple priorities while maintaining accuracy and professionalism in a fast-paced office environment.

Key Responsibilities

Administrative & Office Support

• Perform daily administrative duties, including answering phones, filing, copying, scanning, typing, and processing correspondence.

• Manage incoming and outgoing mail, overnight packages, and certified mail.

• Greet visitors and coordinate with vendors, consultants, and other external contacts as needed.

• Order, distribute, and maintain inventory of office supplies, food, badges, and other materials.

• Provide general administrative support to various departments as assigned.

• Perform receptionist duties as needed.

• Coordinate travel arrangements when required.

• Maintain the organization and cleanliness of conference rooms, reception areas, kitchens, and other designated office spaces.

Data Entry, Reporting & Documentation

• Perform data entry assignments with a high degree of accuracy.

• Prepare, update, and maintain files, spreadsheets, invoices, reports, records, and other business documents.

• Coordinate administrative processes and maintain supporting documentation, including records related to audits.

• Assist with reviewing and analyzing assigned transactions.

• Maintain accurate records and ensure proper document organization and accessibility.

• Serve as a departmental document control coordinator when assigned.

Coordination & Department Support

• Assist with scheduling, communication, and coordination of departmental activities.

• Support administrative processes and special projects as needed.

• Collaborate with employees across various departments and organizational levels.

• Complete additional assignments and responsibilities as directed by management.

Required Qualifications

Education

• High school diploma or equivalent required.

Experience

• 0–3 years of administrative, clerical, office support, or related experience.

Required Skills

• Working knowledge of Microsoft Office applications, particularly Excel and Word.

• Strong organizational, time management, and prioritization skills.

• Ability to perform administrative, clerical, and data entry assignments accurately.

• Excellent written and verbal communication skills.

• Strong attention to detail and problem-solving abilities.

• Ability to follow established procedures and guidelines.

• Basic mathematical, reading, and writing skills.

• Ability to work independently, take initiative, and manage multiple responsibilities.

• Strong interpersonal skills and the ability to maintain professional working relationships.

• Dependable, punctual, flexible, and comfortable working under pressure.

• Ability to work effectively with employees at all levels of the organization.

• Willingness to participate in required safety training and meetings.

Preferred Qualifications

Depending on the assignment and location, preferred qualifications may include:

• Knowledge of commercial insurance processes.

• Familiarity with ACORD insurance forms.

• Experience supporting procurement activities.

• Knowledge of ISO certification requirements.

Work Environment & Schedule

• Work Setting: Office-based.

• Schedule: May require occasional work outside normal business hours with limited advance notice.

• Travel: May require local travel by vehicle, up to approximately 6% of working time, including trips to the post office.

• Supervisory Responsibilities: None.

Physical Requirements

Depending on the assignment, responsibilities may require:

• Standing, walking, sitting, bending, twisting, stooping, crouching, or kneeling.

• Frequent verbal communication and visual inspection.

• Precise hand and finger movements.

• Lifting, carrying, pushing, or pulling items weighing up to 10 pounds.

• Climbing up to 2 feet.

• Operating company vehicles when assigned, requiring a valid driver's license, proof of insurance, and compliance with company driving standards.

• Wearing required personal protective equipment (PPE).

• Performing additional physical activities as required by the work environment.

Environmental, Health & Safety Responsibilities

All employees are expected to follow established safety and environmental policies, including:

• Identifying, stopping, and reporting unsafe work practices or conditions.

• Following applicable safety and environmental procedures.

• Supporting workplace safety and environmental initiatives.

• Participating in required safety meetings, training, emergency drills, and hazard recognition programs.

• Reporting accidents, injuries, and near misses.

• Participating in safety investigations and applicable workplace health and safety programs.

Additional Duties: Other responsibilities and special assignments may be assigned by management based on departmental needs.