Administrative Assistant

Satellite Shelters Inc.•Fort Worth, 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 monitors records and filing, prepares documentation, schedules and coordinates service calls, and monitors the completion of service work orders. It also provides receptionist coverage by monitoring a group phone system, assisting customers, ordering supplies, and maintaining the front desk as needed. The business-office responsibilities may also relate to other operations and sales functions. The position uses Microsoft Office Suite and internal systems to coordinate deliveries, returns, relocations, drivers, and crews through the dispatch calendar. It maintains branch files and schedules, communicates schedule changes to affected parties, liaises with other departments, outside agencies, and accounting, and processes accounting documentation. It also prepares and proofreads correspondence and other documents, handles confidential information, and performs clerical tasks such as photocopying and faxing. Reception duties include answering and routing calls, taking messages, responding to routine and non-routine questions, greeting and directing visitors, organizing and prioritizing information and calls, and providing follow-up information. The role also handles incoming mail and publications and coordinates express mail and courier pickups and deliveries. Other duties may be assigned or required.

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 adjust schedule to respond to emergency situations.
Current driver’s license and ability to operate vehicles.
Attention to detail and ability to multitask.
Demonstrated ability to collaborate with team members to accomplish tasks.
Thorough and detail-oriented.

Nice To Haves

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

Responsibilities

Partner with the Branch Manager on daily branch administrative duties and manage the business office.
Monitor records and filing, type documentation, schedule and coordinate service calls, and monitor completion of service work orders.
Use Microsoft Office Suite and internal systems.
Schedule and organize deliveries, returns, and relocations; manage drivers and crews in relation to the dispatch calendar.
Coordinate schedule changes, ensure schedules are accurate, and keep all involved parties updated.
Maintain and manage the branch filing system.
Act as a liaison to other departments and outside agencies, and handle confidential information.
Work independently and collaboratively on projects.
Type general correspondence, memos, charts, tables, and other documents; proofread and make changes for spelling, grammar, layout, accuracy, and clarity.
Perform clerical duties such as photocopying and faxing.
Liaise with the accounting department and process accounting documentation as required.
Answer incoming calls in a group setting, take messages, and answer or route routine and non-routine questions.
Greet and direct visitors; organize and prioritize calls and information; provide callers with information and follow-up.
Receive, sort, and forward incoming mail; maintain and route publications.
Coordinate pickups and deliveries for express mail services and couriers.
Order necessary supplies and maintain the front desk as needed.
Perform other duties as assigned or required.