Administrative Assistant

JOB DESCRIPTION
Summary/Objective

The front desk receptionist position/office administrator is responsible for overall front office activities, including the reception area, mail, large purchasing requests, and facilities. Also, responsible for directing and coordinating office services and related activities, including developing and supervising programs for the maximum utilization of services and equipment. Responsible for arranging internal office moves and providing arrangements for office meetings.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Manages the reception area to ensure effective telephone and mail communications both internally and externally to maintain professional image.

2. Supervises and coordinates overall administrative activities for the office staff.
3. Develops and maintains office forms and procedures, and assists all departments with administrative tasks.
4. Schedules and organizes complex activities such as meetings, conferences and department activities for members of other departments.
5. Prepares outgoing mail; sorts and distributes incoming mail (FedEx, GLS, UPS, USPS)
6. Composes, duplicates, edits and distributes correspondence, reports, memoranda, faxes and other material. Responds to regularly occurring requests for information.
7. Answers and screens multi-line phone system. Takes messages or fields/directs calls to the appropriate department or individual. Works in cooperation with other team members to cover the phones during meal and rest breaks.

8. Assist with English to Spanish Translation, verbal and written.
9. Supervises the maintenance and up keep of office areas and equipment, as well as layout, arrangement and housekeeping of office facilities.
10. Contact various vendors to help support and maintain the office environment and equipment.
11. Negotiates the purchase of office supplies, office equipment, etc., for the entire staff in accordance with company purchasing policies and budgetary restrictions.
12. Supervises the maintenance of office equipment, including copier, fax machine, etc.
13. Participates as needed in special department projects.

New Hire Processing:

• Print new hire paperwork packets
• Occasionally assist with showing NHO videos
• Occasionally assist W-4, I-9 & Policy acknowledgement documentation collection

Other Department Duties:

• Assist/Coordinate Birthday & Work Anniversary milestone celebrations for Office Staff
• Assist estimating (twice a month) with bid sheet printing on color paper. Scan and email Bids and contracts.
• Assist accounting with AHL internal staff invoices and extra services invoices (Monthly). Stuff envelopes, stamp and ship out by mail within the deadline.
• Manage Metro Express account, print monthly reports and order transponders when needed.
• Manage the company loaner car check out log.
• Assist in managing the conference room schedules.

Competencies

1. Clear & Concise Communication.
2. Energetic, professional Demeaner.
3. Highly Detailed & Organized.
4. Reliable, Dependable & Punctual.
5. Flexible & Takes Initiative.
6. Interpersonal Relationship Skills.
7. Ethical Conduct.
8. High Confidentiality.

Supervisory Responsibility

This position has no supervisory responsibilities.

Work Environment

While performing the duties of this job, the employee regularly works in an office setting.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to sit, use hands and fingers to handle, feel, or operate objects and reach with hands and arms. The employee is frequently required to stand, talk and hear. The employee is occasionally required to lift and carry up to 25lbs.

Position Type/Expected Hours of Work

This is a full-time position. Days and hours of work are Monday through Friday, 8:00 a.m. to 5:00 p.m.

Required Education and Experience

High school diploma or equivalent required, plus two years of office/administrative management experience.

Additional Eligibility Qualifications

Fluent in Spanish & English.

Ability to multi-task & handle competing priorities.

Proficient computer skills (Excel/Word, Outlook, Internet Explorer)

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

ALI is an Equal Opportunity Employer. Prospective employees will receive consideration without discrimination because of race, color, creed, religion, sex, sexual orientation, gender identity and/or expression, genetic information, age, national origin, disability, veteran status and will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of Article 9 to Chapter XVIII of the Los Angeles Municipal Code and State and Federal Laws.

Job Type: Full-time

Pay: $19.00 - $21.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Experience:

• Customer service: 2 years (Preferred)
• Front desk: 2 years (Preferred)

Language:

• Spanish (Required)

Work Location: In person