Administrative Assistant/Office Coordinator

Hoffman & Hoffman Inc•Raleigh, NC

13h•Onsite

About The Position

The Administrative Assistant will perform administrative duties for the Raleigh Branch Manager. The primary goal of this position is to ensure that administrative operations run smoothly for both. The Administrative Assistant’s main duties include answering phones, greeting visitors, scheduling meetings, maintaining sales bid calendar, making travel arrangements and general clerical duties. To be successful in this role, this individual should be professional, proactive, and communicate effectively. Our ideal candidate also has previous experience as an Administrative Assistant and is familiar with office management technologies.

Requirements

2-3 years proven professional experience as an Administrative Assistant
Proficient with Microsoft Office
Experience using online calendars and cloud systems
Experience using office equipment
Strong customer service skills, with the desire to go above and beyond for both internal and external customers
Strong verbal and written communication skills (via phone, email and in-person)
Experience exercising discretion and confidentiality with sensitive company information
Excellent organizational skills with an ability to think proactively and prioritize work
Strong time management skills

Nice To Haves

College Associate’s degree or higher preferred but not required.
Experience in event planning preferred but not required

Responsibilities

Greet visitors
Answer two incoming phone lines and route the calls to the proper person or take messages
Point person for maintenance, mailing, shipping, supplies, equipment, bills and errands
Update project bid calendar in Outlook as request are made
Downloading bid documents and project file management
Assist sales personnel in emailing prepared bids to customers.
Organize and schedule meetings, appointments, and training classes
Manage catering orders for meetings, training and special events (includes set-up, clean up)
Coordinate with IT department on all office equipment
Responsible for ordering office supplies and managing general office inventory
Ensure conference room/kitchens are stocked with drinks, snacks, coffee, etc...
Make travel arrangements for the branch manager and negotiate room blocks for large groups
Respond promptly to management queries
Suggest more efficient ways to run the office and troubleshoot any malfunctions
Develop and submit expense reports for management
Pick up, open, sort and distribute mail, emails and other correspondence as needed
Support corporate events by assisting with planning, sending invitations, tracking RSVPs, creating nametags,etc.
Use various software to complete tasks, such as MS Word, Excel, PowerPoint, Outlook
Log and reconcile office bills and invoices
Provide general administrative support and any other duties as assigned