Administrative Assistant (Part Time)

CLP Circular Services•Southington, CT

4d•$0 - $21•Hybrid

About The Position

The Administrative Assistant provides comprehensive administrative and operational support to ensure the efficient day-to-day functioning of the organization. This role serves as a key point of contact for employees, customers, vendors, and visitors while supporting multiple departments through coordination, communication, record management, customer service, and office administration.

Requirements

High school diploma or equivalent required
Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and Teams.
Strong organizational skills with the ability to manage multiple priorities.
Excellent verbal and written communication skills.
Strong attention to detail and accuracy.
Ability to work independently and collaboratively in a fast-paced environment.
Professional demeanor and customer-focused attitude.

Nice To Haves

associate degree preferred
2+ years of administrative, office management, or customer service experience preferred
Experience with filing systems, document management, and data entry preferred

Responsibilities

Greet and assist visitors, guests, and vendors in a professional manner.
Answer and direct incoming phone calls and manage general voicemail boxes.
Maintain office organization, filing systems, and document retention processes.
Create, organize, and maintain physical and electronic records, including banker boxes and archived files.
Coordinate file destruction and maintain file inventory spreadsheets.
Perform data entry and administrative support for multiple departments.
Take meeting notes and distribute meeting minutes as needed.
Assist with customer inquiries and provide customer service.
Manage inventory and ordering of safety supplies, company branded clothing, office supplies, cleaning supplies, and party and event supplies.
Create and maintain approved vendor lists for food, maintenance, and office services.
Coordinate shipping and mailing activities, including FedEx shipments and outgoing mail.
Water office plants and assist with maintaining clean and organized office spaces.
Schedule maintenance and repairs for office equipment and building mechanical systems.
Support phone system administration and maintenance.
Plan and coordinate company meals, catering, employee events, and celebrations.
Manage event calendars and company activities.
Coordinate food orders and purchases through approved vendors, including BJ's and other suppliers.
Enter and process mulch orders accurately and efficiently.
Conduct customer outreach and follow-up communications.
Communicate pricing updates and distribute customer notifications.
Assist with customer statement preparation, mailing, and electronic distribution.
Support customer newsletter creation and distribution, including advertisements and company updates.
Track and maintain dumpster inventory and customer records.
Handle COD Requests, COI requests and retention, duplicate customers in BC, tax exempt forms, and W9 for vendors.
Scan and process invoices for Accounts Receivable and Accounts Payable teams.
Assist with accounts receivable collections and customer follow-up.
Prepare documentation and records for internal processing and review.
Support administrative functions related to billing and customer account management.
Scan and submit driver and DOT documentation to third-party administrators (TPA).
Organize, maintain, and break down driver books.
Ensure documentation is accurately filed and maintained according to company standards.
Cross-train in Scale House operations for both Southington and Harwinton locations.
Process and manage Harwinton operational paperwork.
Provide administrative support to operational teams as needed.
Coordinate with IT support providers and assist employees with technology-related requests.
Serve as a liaison between employees and external IT support vendors.
Additional duties may be required on an as needed basis.