Administrative Assistant

SCI Shared Resources•Whittier, CA

11d•Onsite

About The Position

Provide administrative support to the Sales Department, including counselors, management and admin team so that work is done efficiently and accurately. This role involves facilitating new hire training, onboarding, managing system-generated contracts, and assisting with various administrative tasks to ensure smooth departmental operations.

Requirements

Strong attention to detail and be extremely organized
Display a professional manner and communicate effectively verbally and in writing with all levels of the department
At an intermediate level use MS Office Suite
Use of AI tools
Demonstrate high level of confidentiality, common sense, judgement, sense of urgency and ability to set priorities.
Office administration experience
MS Office software with Intermediate skill level in Word, Excel, Outlook and PowerPoint
HMIS Salesforce Beacon AI Familiarity
Communicate clearly and accurately with all levels of the Company
Problem solving, detail-minded and organizational skills
Good multitasking skills
Work under daily deadlines, and maintain high accuracy and customer service.
Cope with high volume of work, with constantly changing priorities and interruptions.
Must be able to handle significant emotional pressures due to the nature of the work.
Work daily supporting the Sales Department, with a high level of energy and stamina
ability to use a variety of office machines and equipment to produce documents for the Department
ability to give and receive a high volume of verbal information clearly and accurately
occasional lifting up to 25# is required.
Sit or stand for long periods of time.
Computer workstation
MS Office software, HMIS, Salesforce, Beacon
Printer, copier
Telephone
Working with or around client families, colleagues, and working with confidential information.

Responsibilities

Facilitate New Hire Week One training, including downloading and setting up new hire Phones and IPADs with various applications
Assist with on boarding of new hires
Facilitate various trainings during the month
Create and manage system generated contracts
Assist with printing and distributing Title Certificates (CIRs)
Assist Executive Admin Asst with events and misc work as needed
Back up assisting with seminars and event materials distribution as needed
Assist with data entry of leads from events and seminars as needed
Updating and creating reports using Excel
Provide assistance to counselors and Management
Assist with Sales Force distribution of leads
Set up team meetings including preparing presentations
Utilize Artificial Intelligence Tools as needed to perform your duties
Audit Webchat and email for issues and resolve as needed, keeping management informed
Provide assistance to sales admin team as needed, including reservations, supplies, etc.
Adhere to company policies, procedures, rules and controls; demonstrate support and respect for Company management.
Adhere to safety rules and regulations and report unsafe practices to management.
Participate in training and skill development opportunities to improve competency and customer service.