Administrative Assistant- Grand Rapids Office
SUMMARY
Perform general office and administrative duties to ensure efficient operation of the office and to ensure that all interactions between the organization and others are positive and productive. Provide support through a variety of tasks related to organization, communication, and records maintenance.
DUTIES AND RESPONSIBILITIES
- Serve internal and external customers by promptly responding to requests and communications
- Assist with project documents and organization as assigned or requested
- Answer and address phone calls for all office company divisions, greet and assist visitors
- Maintain various reports, files, and databases
- Monitor and maintain office and cleaning supplies inventory, purchasing preapproved items through a vendor AMS has an account with or seeking supervisory approval for purchases from an unapproved vendor
- Perform employee new hire orientation and onboarding duties as assigned
- Manage the mail and package processes; accept, sort, hand-deliver, send, distribute, properly label (if applicable)
- Expand knowledge through self-study and assist in training other personnel as appropriate
- Function as the backup to the Project Assistant
- Support company vehicle maintenance by checking mileage monthly and arranging for service if necessary
- Manage apparel needs for field and shop employees
- Manage security access devices (key fob, key card, etc.) and extra key inventory and storage
- Assist the Facilities Assistant with timesheet processing
- Send receipts to billing staff for gas and credit card purchases made by service techs working out of the Grand Rapids office
- Maintain office equipment in good working order
- Adhere to company policies, procedures, practices, and values
SKILLS AND QUALIFICATIONS
- High school diploma or equivalent.
- Working knowledge of office equipment such as phones, printers, and computers
- Able to communicate verbally and in writing in a professional, courteous, and articulate manner.
- High attention to detail, accuracy, organization, planning, and time management
- Productive, efficient, and self-directed
- Proficiency with MS Office applications, ability to learn new systems
- Ability to work under pressure and manage changing priorities
- Ability to work well with co-workers, customers, and suppliers
WORKING CONDITIONS
Work is performed in conditions typical of an office
- Mostly indoor office environment with windows
- Equipment noise, especially when going to and from the Sheet Metal Office
- Frequent interruptions may occur
PHYSICAL REQUIREMENTS
- Capable of accurately exchanging information with others
- Adjusting or moving objects up to 25 lbs. in all directions
- Able to perform keyboarding, requiring repeated motions that may include the wrists, hands and/or fingers
- Capacity to learn technical material