| Job Description : |
Job Description and Profile
The Administrative Specialist I performs a wide range of tasks to assist in the operation of the firm. Individual assigned to this highly visible position is responsible for front office reception and administrative support for the main office and satellite offices, including travel to other offices as needed. Personal attributes include professional and friendly demeanor with strong interpersonal skills. Must possess excellent verbal and written communication skills and the ability to remain calm under pressure. This is a highly team- and client-service driven position that provides exceptional customer service to clients, vendors, and co-workers. Must have the ability to change priorities quickly and follow detailed instructions. Must be detail oriented, with ability to multi-task, maintain a neat and tidy workspace, and complete processes and procedures without errors. Maintain file and document management system. Perform a variety of clerical and administrative duties, including document preparation, composing, proofreading, and editing various business documents, scheduling of meetings and events.
Reports to: Office Manager
Duties and Responsibilities
Exceptional front desk receptionist support (i.e. greet clients and vendors, answer multiple and/or designated telephone lines in a professional and friendly manner, take messages, prioritize, screen and triage calls appropriately)
Maintain a professional demeanor and business appearance
Ability to work discretely with sensitive and confidential information
Notify and direct clients and vendors to appropriate department
Schedule meetings and conference rooms
Provide administrative support to all departments
Create, edit, and proofread a variety of correspondence, memos, policies, forms, presentations, and other printed or electronic materials
Create and maintain organizational project and cost filing system
Maintain office and janitorial supplies, including kitchen inventory
Maintain appearance and organization of office, conference rooms, supply room, kitchens, and other common areas (i.e. watering plants once-a-week in reception area, clear clutter and debris from kitchen counter-tops, load/unload dishwashers, maintain conference rooms including removal of dishes, stock and clean refrigerators, stock coffee supplies, assist with meeting and party event set-up and clean-up)
Pick-up incoming and deliver out-going mail daily and may require delivery to post office, open, date stamp, sort, copy, and prioritize incoming mail, email, and fax. Redirect mail and assist with postage and packaging.
Collaborate with management on various assignment requirements and deadlines
Assist with various data research, such as product and supply quotes, business and organizations research
Other duties as assigned or related to office administration based on day-to-day workflow and needs
Skills and Specifications
Possess the ability to multi-task including excellent follow-through skills
Detail oriented, organized, and professional customer service
Demonstrated exceptional written and verbal skills to communicate effectively with clients, co-workers, and the public
Intermediate skills in Microsoft Office programs, including Outlook, calendar, Word, Excel, and demonstrated strong command of internet use
Excellent ability to establish and maintain productive work relationships with staff and the public
Ability to manage office organization and office appearance. Maintain office, supply room, kitchen and other common space
Knowledge of office procedures, operation of general office equipment
Ability to respond to changing priorities and assignments
Proactive, willingness to take initiative and prioritize projects in a fast-paced work environment
Take responsibility and accountability for work assignments
Ability to work independently and on a team
Valid Washington driver’s license
Run errands, travel to satellite offices using company vehicle or personal vehicle with mileage reimbursement
Frequently sit, stand, walk, bend, squat, lift files, boxes and supplies, use computer and other office equipment
Education, Qualifications, and Experience
Associate degree or higher preferred, in office administration or related subject desirable
Minimum 2 years’ experience in an administrative role |
