Administrative Assistant II

SESI Consulting Engineers•Parsippany, NJ

2d•Onsite

About The Position

The Administrative Assistant II supports various cross -functional areas like administration, operations support, reception, and facilities. This position is expected to operate with supervision from a manager. As directed, this position will require you to support other departments to fulfill the immediate requirements of the firm.

Requirements

Highly organized with great attention to detail.
Able to prioritize and manage time effectively.
Strong communication and people skills.
Must be comfortable in a fast paced, highly interactive environment.
Required to effectively collaborate with internal and external departments
Associates degree in business or related field
3 or more years of experience in a related field. Or an equivalent combination of education and experience.
Proficient with multiple software systems
Proficient in MS Word, Excel, and PowerPoint
Must be able to read, write, speak, and understand the English language
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
Ability to write reports, business correspondence, and procedure manuals.
Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
Ability to deal with problems involving several concrete variables in standardized situations.
Strong computer skills including MS Office, Word, Excel, Outlook and proficient in Adobe Suite software, adaptable to new technologies etc. a must.
Valid Driver’s License and possess reliable transportation.

Responsibilities

Oversee filing, data storage, and records management, ensuring compliance with internal policies.
Implement and maintain information systems to enhance documentation practices.
Assist in coordinating office supply ordering and inventory management, ensuring sufficient stock levels.
Contribute to executing daily operational tasks that align with firm objectives.
Support the development of processes to improve office workflows and productivity.
Provide a warm welcome to clients and visitors, ensuring a positive first impression.
Answer and manage phone calls, directing inquiries to the appropriate teams and taking messages as necessary.
Coordinate meeting room schedules and setups, including audiovisual equipment and refreshments.
Assist with facilities-related tasks, such as reporting maintenance issues and ensuring compliance with safety protocols.
Maintain data storage systems and ensure accurate and secure record-keeping.
Perform data entry for various operational reports and documents.
Assist in ensuring compliance with data protection regulations and internal policies.
Input and maintain client and vendor contracts in the database, ensuring accuracy and compliance.