Administrative Assistant II

TDIndustries•Phoenix, AZ

About The Position

The Administrative Assistant II provides advanced administrative support to teams or departments across the organization, ensuring efficient and professional day-to-day operations. This role prepares reports, correspondence, presentations, and meeting materials using a variety of business software applications. It also manages calendars, coordinates meetings and travel arrangements, tracks expenses, and maintains organized files and records. The Administrative Assistant II serves as a key point of contact by screening and directing incoming calls, visitors, mail, and emails with a high level of discretion and attention to detail.

Requirements

High School Diploma or equivalent.
2-5 years of experience
Must have demonstrated proficiency with Microsoft Suite such as Outlook, Word, PowerPoint, OneNote, Excel

Nice To Haves

Additional certifications or coursework in office administration or related fields is a plus.

Responsibilities

Performs general office duties such as maintaining inventory and ordering supplies, maintaining records and files, processing invoices, and keeping supply closets and common areas clean and organized.
Provides comprehensive administrative support to the team, including tasks such as maintaining inventory, ordering supplies, processing invoices, and ensuring organizational efficiency.
Files and retrieves documents, records, and reports. Processes documents to update and maintain files and records; i.e. phone and address lists, distribution lists, etc.
Welcomes guests warmly and professionally, ensuring a hospitable and positive experience from their arrival. Answers electronic communications and phone calls, and directs calls to appropriate parties or takes messages. Provides callers with information such as company address, directions to the company location, company fax numbers, company website, and other related information.
Composes, formats and types routine correspondence.
Receives sorts and forwards incoming mail. Coordinates the delivery of express mail services (FedEx, UPS, etc.).
Puts together files for business documents for each assigned project. Assists with bid proposal books for sales and estimating. Obtains plans & specifications for jobs as requested. Assists with completing project closeout documents including O&M.
Prepares agendas and supporting meeting handouts.
Prepares and codes invoices, completes expenses reports, letters and other documents using word processing, spreadsheet, database, or presentation software. Assist with petty cash activity. Completes expense report preparation.
Responsible for the function of timekeeping and system entry.
Provides support for Partner licensing renewals, reminders of employee training and assists with mobile device issues.