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Administrative Assistant




New York, New York




Job Description:



General Purpose

Perform a wide range of administrative, clerical and office support activities for the department and/or managers and supervisors to facilitate the efficient operation of the organization.

Main Job Tasks and Responsibilities

  • handling inquiries and incoming work and purchase order requests
  • checking and distributing documents and correspondence
  • answering and directing phone calls
  • making phone calls
  • taking and distributing messages
  • receive and direct visitors and clients
  • general clerical duties including photocopying, scanning, faxing and mailing
  • maintain electronic and hard copy filing systems
  • retrieve documents from filing system
  • compiling records of office activities
  • sending emails
  • preparing and sending outgoing mailings and packages
  • typing documents and correspondence
  • checking and entering data
  • updating and maintaining databases
  • record, compile, transcribe and distribute minutes of meetings
  • coordinate maintenance of office equipment
  • monitoring and ordering inventory of office supplies

Education and Experience

  • Knowledge of operation of standard office equipment
  • knowledge of clerical and administrative procedures and systems such as filing and record keeping
  • computer skills and knowledge of relevant software applications including MS Office and QuickBooks
  • proficient in use of email and internet
  • good numeracy skills
  • knowledge of administrative procedures
  • knowledge of basic accounting procedures
  • knowledge of building materials and supplies

Key Competencies

  • time management skills and the ability to prioritize work
  • data management
  • communication skills – written and verbal
  • problem assessment and problem solving
  • information gathering and information monitoring in regards to material ordering
  • attention to detail and accuracy
  • adaptability
  • customer service orientation
  • teamwork
  • confidentiality

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