Administrative Assistant/Receptionist

Job description
ENGLISH AND SPANISH NEEDED

Overview:An Administrative Assistant plays a crucial role in providing support and coordination to ensure the smooth functioning of an organization or department. They are responsible for handling various administrative tasks, facilitating communication, and assisting in day-to-day operations. This role requires excellent organizational skills, attention to detail, and the ability to multitask effectively.

Responsibilities:
• Office Management: Maintain a well-organized office environment by managing supplies, equipment, and facilities. Keep office spaces clean, organized, and conducive to productivity.
• Communication: Act as a point of contact for internal and external communication. Answer phones, take messages, and manage correspondence through emails and written documents.
• Scheduling: Coordinate appointments, meetings, and events. Maintain calendars for team members and executives. Ensure that schedules are optimized and conflicts are minimized.
• Data Entry and Record Keeping: Input and manage data in various systems and databases. Maintain accurate and up-to-date records, files, and documents.
• Document Preparation: Assist in creating, formatting, and proofreading documents, presentations, and reports. Ensure consistency and accuracy in formatting and content.
• Travel Arrangements: Make travel arrangements, including booking flights, accommodations, transportation, and itineraries for employees or executives traveling for business purposes.
• Administrative Support: Provide general administrative support to the team, including photocopying, faxing, mailing, and filing. Assist in preparing expense reports.
• Correspondence Handling: Draft routine emails, memos, and letters
• Meeting Coordination: Schedule and organize meetings, including room reservations, catering arrangements, and preparing necessary materials. Take meeting minutes and distribute them to attendees.
• Visitor Management: Greet and assist visitors, clients, and guests. Ensure a positive and professional experience for all individuals entering the office.
• Task Prioritization: Assess the urgency and importance of tasks and allocate resources and time accordingly. Help team members prioritize their workload.
• Confidentiality: Handle sensitive information with discretion and maintain a high level of confidentiality in all matters.

Qualifications:
• High school diploma or equivalent; additional education or training in office administration is a plus.
• Proficiency in using office software such as Microsoft Office (Word, Excel, PowerPoint) and collaboration tools.
• Strong organizational and multitasking skills.
• Excellent written and verbal communication skills.
• Attention to detail and accuracy in all tasks.
• Time management skills to meet deadlines and manage priorities effectively.
• Professional demeanor and ability to interact with people at all levels.
• Familiarity with basic office equipment and technology.

Qualities:
• Integrity and Honesty: Seeking an individual with unwavering integrity and a commitment to honesty in all interactions.
• Resilience Under Pressure: Looking for someone who thrives in fast-paced environments and remains composed and effective under pressure.
• Collaborative Team Player: We need a team player who is dedicated to working collaboratively with all team members, ensuring no one is excluded, and fostering a positive and supportive work environment.
• Availability Beyond Standard Hours: Must be willing to answer phone calls and address urgent matters outside of regular work hours, demonstrating dedication to the company's success and responsiveness to business needs.
• Commitment to Company Improvement: We are looking for someone who is eager to contribute ideas and efforts toward the continual improvement and success of the company.
• Adherence to Company Protocols: Demonstrates a willingness to understand and adhere to company protocols, policies, and procedures to ensure smooth operations and compliance with organizational standards.
• Willingness to Travel: The ideal candidate should also be open to occasional travel as required by the demands of the role, demonstrating flexibility and a readiness to represent the company in various locations as needed.
• Availability Beyond Standard Hours: The successful candidate must be willing and available to answer phone calls and address urgent matters after standard business hours and on weekends as necessary

Career Path: Administrative Assistants can often advance to more specialized administrative roles or take on additional responsibilities within the organization.

Conclusion: We are seeking for someone that wants to build a career.

Job Types: Part-time, Full-time

Pay: Up to $15.00 per hour

Schedule:
• 8 hour shift
• Monday to Friday

Supplemental pay types:
• Bonus opportunities

Ability to commute/relocate:
• Medley, FL 33178: Reliably commute or planning to relocate before starting work (Required)

Experience:
• Customer service: 1 year (Preferred)

Work Location: In person

Job Type: Full-time

Pay: $15.00 - $18.00 per hour

Benefits:
• Paid time off

Schedule:
• 8 hour shift

Ability to Commute:
• Southwest Ranches, FL 33331 (Required)

Ability to Relocate:
• Southwest Ranches, FL 33331: Relocate before starting work (Required)

Work Location: In person Read more