Administrative Assistant

Alan Baird Industries•Allendale, NJ

13d•Onsite

About The Position

THIS IS A TEMP TO HIRE POSITION The Administrative Assistant is responsible for providing administrative services to the company as well as supporting Management Team Members. Primary responsibilities are assigned by Management while being capable of performing all office functions including but not limited to the duties and responsibilities listed below.

Requirements

Knowledge of standard office administrative practices and procedures, organizational and planning skills
Excellent organizational skills and attention to detail
Excellent verbal and written communication skills
Ability to interact with staff at all levels in a fast-paced environment
Ability to problem solve quickly and prioritize daily tasks according to their importance
High school diploma or equivalent
Proficient computer skills and in-depth knowledge of relevant software as MS office suite

Nice To Haves

At least 3 years of experience providing support at the executive level is preferred
Ideally, the person in this position will be experienced in handling a wide range of administrative and executive support related tasks and will be able to work independently with little or no supervision

Responsibilities

Maintains confidentiality in all aspects of customer, vendor, and staff information
Answers phones, takes messages, and direct all incoming calls to appropriate party promptly and efficiently
Communicates and handles incoming and outgoing electronic communications on behalf of management and the Company
Opens, sorts, and distributes incoming correspondence, including faxes, mail, and emails
Compile, copy, scan, sort and file records of office activities, business transactions, production activities, purchase orders and other activities
Processes customer orders, release requests from receipts to entry into the Enterprise Resource Planning (ERP) system
Manages the shipping schedule, generates shipping documents to facilitate its review and arranges shipments using the correct methods
Completes and mails bills, invoices, checks or any other documentation as needed
Greets visitors and determines purpose of visit. Provides access as appropriate
Operates office machines, such as photocopiers, scanners, faxes, voice mail systems and computers
Maintains and updates filing, mailing, and database systems, either manually or using a computer
Monitors office supplies inventory and order supplies as needed
Prepares responses to correspondence containing routine inquiries as required
Communicates with customers and other individuals to answer questions, disseminate, or explain information, and communicate other feedback
Any other duties as assigned by supervisor