Administrative Assistant

Job Description – Administrative Assistant

Reports To: Human Resource Supervisor

FLSA: Non-Exempt

Position Summary:

The Receptionist is the face and voice of Admiral provide exceptional customer service to everyone they come in contact with daily. The Receptionist’s main responsibility is to answer phones and greet guests. The Receptionist is a back up to Human Resources and assists when needed. The Receptionist assists accounting with tasks as requested.

§ Open and distribute mail, manage postage meter

§ Order flowers for employees, clients and vendors as needed

§ Provide exceptional customer service to all employees, customers and vendors as it relates to office and company questions.

§ Perform other administrative tasks as requested by operations

§ Answer phones and direct phone calls accordingly

§ Ensure there is a backup when unavailable to answer phones

§ Greet guests, escort them to meetings

§ Request and follow up on COI

§ COI renewals are filed appropriately

§ Ensure all license, permit and surety bonds are in place for new and existing jobs

§ Ensure all village licenses are in place

§ Request and obtain all performance and payment bonds (P and P)

• Purchase office supplies, paper, forms, checks and business cards.
• Purchase snacks and maintain inventory

§ Monthly birthday cake, weekly fruit order & decorate for the Holidays

§ Mailing of annual Christmas cards

§ Process non job-related POs

§ Take Office Supply Inventory at the end of every month. Maintain Office Supply Inventory weekly to insure we have supplies on hand all the times.

Qualifications, Competencies, & Abilities:

• Excellent verbal communication skills.
• Excellent interpersonal and customer service skills.
• Basic understanding of administrative and clerical procedures and systems.
• Proficient with Microsoft Office Suite or related software.

Physical Demands and Working Environment:

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

• Environment: Work is performed primarily in a standard office environment.
• Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to travel to other locations using various modes of private and commercial transportation; and to verbally communicate to exchange information.
• Vision: See in the normal visual range with or without correction.
• Hearing: Hear in the normal audio range with or without correction.

Education and Experience:

• High school diploma or equivalent required.
• 2 years’ work experience in an office environment

§ Previous work experience in the construction industry preferred

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Education:

• High school or equivalent (Preferred)

Experience:

• Microsoft Powerpoint: 1 year (Preferred)
• Administrative Experience: 1 year (Preferred)

Work Location: In person