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Administrative Assistant
3 months ago
JOB PURPOSE:
Under independent direction, coordinates and completes assigned tasks and correspondence requiring judgement, initiative and organization skills.
Establishes standards and procedures for work flow, establishes internal communications, organizes information storage and retrieval, and maintains confidential records and other sensitive reports.
Establishes rapport and role, both internally and externally to the location. Incorporates other responsibilities such as reception, invoicing and dispatch.RESPONSIBILITIES:
Composes administrative correspondence and reports, within accepted parameters and delegating responsibilities.
This may involve all or some of the respective duties but ensuring completion within accepted time frames.
Develops an understanding of the style, grammar and terminology appropriate to the assigning manager.
Coordinates, organizes, and prioritizes work assignments, routine or regular functions.
This includes ensuring that the respective manager is informed on issues relating to timing and other resources or expertise that may be required.
Prepares routine monthly and quarterly reports Maintains files
Establishes a rapport with customer with a view to solving simple problems.
Handles tasks, assignments, routine duties as assigned.
Responds and appropriately routes routine telephone requests to the appropriate manager.
Responds to visitors and general correspondence Makes appointments, schedules travel, and arranges meetings.
Answers telephones and screens calls.
Handles routine clerical, communications, and office functions.
Maintains and requisitions office supplies.
Distributes messages, open and distribute mail, packages and facsimiles.
Works closely with Dispatcher under limited supervision.
Will engage in two way radio communication Assign drivers for deliveries.
Must have knowledge of local city and routes Completes additional projects as assigned.
QUALIFICATIONS:
High School Diploma, College diploma or relevant experience
Ability to organize respective manager around effective office techniques and processes.
Excellent customer service and comfortable in a customer facing role
Time management and the necessary follow up required to ensure task completion.
Computer proficiency in word processing, spreadsheets in the Microsoft office environment including MS Excel
The ability to create visual presentation materials Ability to work alone while maintaining the integrity of written and quantitative detail in all assignments.
Excellent interpersonal and communication skills.
Ability to manage and organize work assignments, styles and relationships with several respective managers.
Strong initiative, sound judgement, a sense of urgency and a demonstrated willingness to work to deadlines and completion of time sensitive assignments.
KIJI
