Administrative Assistant

Job Description

We are looking for a friendly, diligent Administrative Assistant to undertake all receptionist and clerical duties at the desk of our main entrance. You will be the “face” of the company for all visitors and will be responsible for the first impression we make. The ideal candidate will have a friendly and easy going personality while also being very perceptive and disciplined. You should be able to de-escalate customer complaints and give accurate information. A customer-oriented approach is essential. The goal is to make guests and visitors feel comfortable and valued while on our premises. Duties of the Administrative Assistant include providing support to our administrators and employees, assisting in daily office needs and managing our company’s general administrative activities. Ultimately, a successful Admin Assistant should ensure the efficient and smooth day-to-day operation of our office.

Responsibilities

• Greet and welcome guests
• Answer questions and address complaints
• Answer all incoming calls and redirect them or keep messages
• Organize and schedule appointments
• Collect and document payment from customers
• Create and track monthly invoices
• Prepare outgoing mail by drafting correspondence
• Check, sort, and forward emails
• Monitor office supplies and place orders when necessary
• Keep updated records and files
• Maintain and organize the resource room
• Keep the office tidy, clean, and presentable with all necessary material (pens, forms, paper etc.)
• Create promotional materials such as flyers and handouts
• Create, post, and manage information on our social media

Requirements

• Proven experience as an Administrative Assistant
• Working knowledge of office equipment, like printers and fax machines
• Proficiency in Google Suite
• Excellent time management skills and the ability to prioritize work
• Attention to detail and problem solving skills
• Excellent written and verbal communication skills
• Strong organizational skills with the ability to multitask
• Strong communication and people skills
• Knowledge of educational materials and resources preferred

Dress code and professionalism guidelines

At TFT we have the following dress code and professionalism guidelines. Please respond to acknowledge that you have read and are able to adhere to these expectations.

While we encourage a business casual the following items are NOT appropriate for the workplace:

Bottom

● Sweatpants, warm-up suits or pants, jogging suits or pants, or shorts

● Spandex or other form-fitting tight pants

● Light colored jeans, jeans with holes or designs

● Skirts or dresses that fall more than 1 inch above the knee

Tops

● Low cut blouses, t ank tops or halter tops

● Spaghetti-strap dresses

● T-shirts

● Hoodies

● Inappropriate slogan, graphics, or political verbiage or signs

Other

● Overalls

● Beanies or hats

● Visible undergarments

● Form fitting attire

Shoes

● Open toed shoes

● Tennis shoes or sneakers (e.i. converse)

● Heels higher than 3.5 inches tall

● Cowboy boots

No visible tattoos or other body art are permitted in the workplace. Exceptions may be made for employees who have small tattoos. These must be approved by a supervisor. Unacceptable body piercings include but are not limited to, nose rings or posts, tongue posts, eyebrow rings or posts, and lip rings. Fad hairstyles including, but not limited to, unnatural coloring of the hair, mohawks, or unconventional cuts are not permitted. Facial hair must be neat and trimmed. Full beards must be trimmed at the neckline. Scruff is not allowed. Nails should be no longer than ¼ of an inch long and be kept well maintained.

If there is a reason why you are not able to abide by these standards, (example you have plantar fasciitis and need to wear a certain type of shoe,) please let us know and we can make exceptions if necessary.

Job Type: Part-time

Pay: $14.00 - $16.00 per hour

Schedule:

• Monday to Friday
• Weekends as needed

Application Question(s):

• This part time position will require you to work between the hours of 3:00pm and 8:00pm Monday through Friday, and Saturdays between 9:00am and 12:00pm. Please acknowledge that you can commit to working the above hours.
• At TFT we have the following dress code and professionalism guidelines. Please respond to acknowledge that you have read these in the job description and are able to adhere to these expectations.

Education:

• Associate (Required)

Experience:

• Administrative Assistant: 1 year (Required)

Work Location: In person