Administrative Assistant

Administrative Assistant Job Description:

ServiceMaster Janitorial Services inc is small company based in Oakland California.

We are looking for someone who want to join our team and grow together.

Responsibilities:

• Answer and direct phone calls

• Maintain contact lists

• Produce and distribute correspondence memos, letters, faxes and forms

• Assist in the preparation of regularly scheduled reports

• Develop and maintain a filing system

• Order office supplies

• Submit and reconcile expense reports

• Provide general support to other employees.

• Provide information by answering questions and requests

• Research and creates presentations

• Generate reports

• Handle multiple projects

• Prepare and monitor invoices

• Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques

• Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies

• Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies

• Contribute to team effort by accomplishing related results as needed

• Carry out administrative duties such as filing, typing, copying, binding, scanning etc.

• Write letters and emails on behalf of other office staff

• Maintain computer and manual filing systems

• Handle sensitive information in a confidential manner

• Take accurate minutes of meetings

• Coordinate office procedures

• Reply to email, telephone or face to face enquiries

• Develop and update administrative systems to make them more efficient

• Resolve administrative problems

• Receive, sort and distribute the mail

• Answer telephone calls and pass them on

• Manage staff appointments

• Oversee and supervise the work of junior staff

• Maintain up-to-date employee holiday records

• Coordinate repairs to office equipment

• Greet and assist visitors to the office

• Photocopy and print out documents on behalf of other colleagues

Requirements:

• Proven admin or assistant experience

• Knowledge of office management systems and procedures

• Excellent time management skills and ability to multi-task and prioritize work

• Attention to detail and problem solving skills

• Excellent written and verbal communication skills ( bilingual Spanish and English)

• Strong organizational and planning skills

• Proficient in MS Office

• At least 1 years of experience in the field or in a related area

• High school diploma or equivalent; college degree preferred

Administrative Assistant top skills & proficiencies:

• Reporting Skills

• Administrative Writing Skills

• Microsoft Office Skills

• Analysis

• Professionalism

• Problem Solving

• Supply Management

• Inventory Control

• Verbal Communication

• Office Administration Procedures

• Typing Skills

• Attention to Detail

• Accuracy

• Multitask

• Telephone Skills

• Teamwork

• Discretion and Judgment

• Patience

• Issue Resolution

• Cross selling strategies

• Great customer Service.