Administrative Assistant

1.0 JOB DESCRIPTION SUMMARY

• The basic function of the Administrative Assistant for Tri Star Freight System, Inc. (“TSFS”) is to conduct improvement initiatives to improve the overall efficiency of the administrative process of “TSFS” to ensure the smooth operation of the administrative functions. The Administrative Assistant oversees and performs a wide variety of administrative duties, i.e. directing communications between colleagues and customers, organizing schedules and events, record keeping, data entry, bookkeeping, filling, creating reports, maintaining office equipment and communication activities required to keep an office functioning as directed by the President/CEO.

2.0 REPORTING RELATIONSHIPS

• The Administrative Assistant reports directly to and is fully accountable to the President/CEO, hereafter referred to as Supervisor.

3.0 REQUIREMENTS

Experience:
• Requires a High School Diploma.
• At least (3-5) years’ experience in an administrative role.
• At least 3 years’ experience with MS Office applications; Excel, Outlook, PowerPoint, and Word.
• At least 3 years’ in-depth business computer experience to include maintaining/updating websites, company intranet, SharePoint, and social media sites.
• Valid driver license.

Experience preferred:
• Associate or bachelor’s degree with a business related major.

Required Skills / Abilities:

• Must be able to effectively communicate, in English, both verbally and in writing.
• Must have excellent interpersonal, teamwork and customer service skills.
• Strong knowledge of office procedures and basic accounting processes.
• Must have excellent time management skills.
• Must have excellent organizational skills.
• Must have advanced computer, internet, and software skills.
• Must have advanced skills in MS Office applications, Excel, Outlook, PowerPoint, and Word.
• Must be technology savvy.
• Must have creative problem-solving skills.
• Must have project management skills.
• Must have proper etiquette.
• Must have foresight and be able to anticipate solutions.
• Must have bookkeeping skills.
• Must be able to adapt and learn quickly.
• Must be highly detail oriented.
• Must be able to prioritize and multi-task.
• Must be able to meet deadlines.
• Must be resourceful.
• Must always keep all information confidential.
• Ability to work independently or in a team setting.

4.0 ESSENTIAL FUNCTIONS

• Follows and complies with all TSFS policies, procedures, guidelines, rules, and regulations.
• Follow TSFS Customer Service Standards for Excellence. Each employee has the responsibility of representing the company to its customers in a way that reflects the image and reputation of a world-class customer service organization.
• As directed, in an accurate and in a timely manner, complete all work assignments and make the most effective use of their time and talent.
• Perform all administrative/office tasks related to supporting the company, department and staff members which includes but is not all encompassing through internal and external communication, maintaining office equipment, conducting inventories, creating, and maintaining paper and electronic information.
• Complete and oversee a variety of clerical, basic accounting, and administrative duties such as data entry, recordkeeping, and communication activities.
• Utilize the company communication systems, (computer, telephone, fax, scanner, copier, email, and the delivery of all messages/information).
• Utilize the company and department policies, and procedures, and meet specific objectives or as directed by the Supervisor.
• Perform basic accounting and office tasks as directed by the Supervisor.
• Successfully completes training and cross-training with other department personnel as directed by the Supervisor.
• Ensures that documented standards for routine office and safety procedures and/or systems are being followed.
• Meet all requirements needed to perform the essential functions, duties, and responsibilities of the position, to include physical requirements.
• Must have the skills and knowledge to keep all lines of communication open within the office.
• Ability to work with team members that have exact time deadlines and require end-of-the-month results under a heavy workload.
• Must possess knowledge of various filing systems.
• Be able to perform all essential functions, duties, and responsibilities of the position.

5.0 DUTIES AND TASKS

• Promote efficient operations in the office.
• Manage, monitor, maintain, order, inventory and receive company/office promotional items, merchandise, and supplies.
• Create flyers/driver recruitment ads, post open positions on Indeed.
• Compile Customer Service Stories monthly.
• Check daily security reports and approve security invoices.
• Coordinate office activities and events as necessary.
• Create, maintain, review, and update presentations.
• Create, maintain, review, and update spreadsheets/reports.
• Create, maintain, review, prepare, update, and distribute internal/external memo`s, emails, cards, reports, letters, and forms.
• Book travel arrangements with a travel agent.
• Maintain, review, and update daily, weekly, and monthly reports.
• Manage, maintain, review, and update the office calendar.
• Manage paper and electronic filing system.
• Approve forklift invoices.
• Issue employee parking permits.
• Welcome, assist and provide general support to visitors.
• Cover for receptionist during lunch break and when needed i.e. answer multi-line telephone system and distribute calls on an as needed basis.
• Maintain, review, update the company Website, Intranet, and SharePoint site.
• Maintain, review, update social media sites i.e. LinkedIn, Facebook.
• Register, prepare for and work at tradeshows.
• Create quarterly Employee Newsletter
• Maintain, Review and update company manuals.
• Implementation of customer / staff request.
• Maintain updated contractor names and addresses.
• Must read and comply with all company policies, procedures, guidelines, regulations, and good housekeeping habits.
• Attends departmental meetings as required and as instructed by the Supervisor.
• Maintains cooperative and positive working relationships with customers, coworkers, peers, vendors, and the business community.
• Work with vendors and negotiate contracts.
• Complete and perform any other duties and responsibilities as assigned.

6.0 WORKING CONDITIONS

• This position will be working primarily indoors in a climate-controlled, smoke-free office environment.
• The position may also require the employee to run errands outdoors from time to time. From this movement the employee will encounter varying weather conditions and temperatures. Normal auto travel hazards will apply. Travel may be in all types of weather including snow, heavy rain, winds and/or fog.
• The noise level in the work environment is usually moderate but can be higher in the warehouse and/or outdoors.
• The normal workday will be from 8:00 AM to 5:00 PM. However, the hours may be longer when specific projects and/or reports are due; thus, some extended schedules will be necessary.
• The physical requirements are sitting, with one hundred percent (100 %) spent in an office environment. Walking is required within the office area.
• The employee is frequently required to sit for long periods of time, stand, walk, climb, bend, squat, twist, pinch, reach overhead, grasping, turning the head and torso, flexing the arms, legs, wrists, fingers, and exercise eye-hand coordination and eye-hand-foot coordination.
• While performing the duties of this job, the employee is regularly required to use their fingers.