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POSITION: Administrative Assistant
DEPARTMENT: Operations
STATUS: Non-Exempt
This is a part-time transportation office position.
Primary Job Duties:
Education: A high school diploma
Qualifications:
POSITION: Administrative Assistant
DEPARTMENT: Operations
STATUS: Non-Exempt
This is a part-time transportation office position.
Primary Job Duties:
- Maintain and update all paper and electronic records, files, and databases. Ensure accuracy, confidentiality, and accessibility of information.
- Enter and update databases on Microsoft 365 SharePoint and company portals as well as verify accuracy and completeness of the information.
- Compile data to generate reports and analyze them for discrepancies, anomalies, or inaccuracies. Reports are performed, from daily to quarterly depending on the need.
- Provide general administrative support to the H&S team, including managing correspondences cross depot/department, scheduling meetings, and maintaining files.
- Serve as a liaison and primary point of contact for communications, both written and verbal. Answering phone calls, responding to emails, and relaying messages to the appropriate person or department(s).
- Coordinate and maintain calendars for sales and operations teams as well as scheduling meetings and key events. Ensure all parties are informed of changes or updates to the schedule.
- Assist in coordinating and tracking projects, ensuring deadlines are met, and facilitating communication and collaboration among team members, providing status updates to management.
- Assist in tracking and monitoring expenditures, reconciling financial documents, processing invoices, and maintaining expense records by depot. Liaise with finance or accounting departments as necessary.
- Respond to emails, letters, and phone inquiries promptly and professionally. Direct inquiries to appropriate individuals or departments when necessary.
- Collaborate with team members to facilitate efficient workflows, information sharing, and coordination. This position provides back up and support to 3 settlement clerks out of our 3 depots in Maryland and Virginia.
Education: A high school diploma
Qualifications:
- Strong organizational skills will be crucial for managing multiple tasks, prioritizing responsibilities, and maintaining efficient workflow. You should be able to handle paperwork, schedules, and deadlines effectively.
- Excellent verbal and written communication skills are vital as you will interact with colleagues, customers, and vendors regularly. The ability to communicate clearly, professionally, and diplomatically is required.
- You will juggle numerous responsibilities simultaneously. Effective time management skills are necessary to meet deadlines, set priorities, and allocate your time appropriately among various tasks.
- Administrative coordinators often encounter challenges and unexpected situations. The ability to analyze problems, think critically, and find practical solutions is highly valuable in this role. You should be resourceful and able to adapt to changing circumstances.
- Administrative tasks often involve handling sensitive information, preparing documents, and maintaining. records. Having a keen eye for detail is crucial to ensure accuracy and prevent errors.
- Proficiency in Microsoft Excel, Word, and PowerPoint is essential. Familiarity with project management tools, database management, and basic troubleshooting is also indispensable.
- The ability to handle multiple tasks simultaneously and maintain a high level of productivity is important for administrative coordinators.
- You should be comfortable working in a fast-paced environment and be able to switch between different tasks seamlessly. You must provide your own transportation with the ability to travel between Springfield, VA to Baltimore, MD when needed. An EZ pass will be provide
