Administrative Assistant

Satellite Shelters•Haslet, TX

About The Position

The Administrative Assistant partners with the Branch Manager on the branch’s daily administrative duties and manages the business office. The role also provides receptionist support, monitors a group phone system, and assists customers and visitors. Administrative work includes maintaining records and filing, preparing and proofreading documentation, scheduling and coordinating service calls and work orders, organizing deliveries and other logistics, and coordinating schedule changes with all parties involved. The position serves as a liaison to other departments, outside agencies, and the accounting department, and processes accounting documentation as required. Receptionist duties include answering and routing calls, taking messages, responding to routine and non-routine questions, greeting and directing visitors, handling incoming mail and publications, and coordinating express mail and courier services. The role also orders supplies, maintains the front desk at times, and performs other clerical and assigned duties. The posting lists additional required skills for a Senior Administrative Assistant, including 3–5 years of administrative experience.

Requirements

Associate degree and at least 1 year of administrative assistant experience, or a high school diploma and at least 3 years of administrative assistant experience.
Proficiency in Microsoft Office Suite.
Strong written and verbal communication skills.
Excellent problem-solving skills.
Strong interpersonal communication skills.
Ability to collaborate with team members to accomplish tasks.
Thoroughness and attention to detail.
Ability to multitask.
Schedule flexibility to respond to emergency situations.
Current driver’s license and ability to operate vehicles.

Nice To Haves

Business degree preferred but not required.
Dispatching or logistics experience preferred but not required.
For the Senior Administrative Assistant level: 3–5 years of administrative experience.

Responsibilities

Partner with the Branch Manager on daily branch administrative duties.
Monitor records and filing, maintain the branch filing system, and manage the business office.
Type correspondence, memos, charts, tables, and other documentation; proofread and correct copies for spelling, grammar, layout, accuracy, and clarity.
Schedule and coordinate service calls and monitor completion of service work orders.
Schedule and organize deliveries, returns, and relocations.
Manage drivers and set crews in relation to the dispatch calendar, and coordinate schedule changes to keep information accurate and current for all parties.
Act as a liaison to other departments and outside agencies, and act as a liaison to the accounting department.
Handle confidential information and work independently and collaboratively on projects.
Perform clerical duties such as photocopying and faxing, and process accounting documentation as required.
Monitor the group phone system; answer incoming calls, take messages, answer or route questions, and provide callers with information and follow-up.
Greet and direct visitors and provide customer assistance.
Monitor, organize, and prioritize a large volume of information and calls.
Receive, sort, and forward incoming mail; maintain and route publications; coordinate express mail and courier pick-up and delivery.
Order necessary supplies and maintain the front desk at times.
Perform other duties as assigned or required.