Administrative Assistant
About The Position
The Administrative Assistant supports a large-scale security operation by providing administrative assistance to multiple department contacts. The role focuses on officer post orders, time-off requests, scheduling accommodations, and invoice accuracy, while coordinating with the client and using company and client technology platforms. The position operates in a fast-paced, results-driven environment and requires flexibility to respond to changing departmental needs; irregular schedules may be required from time to time. The assistant also supports scheduling, payroll and billing, operational reporting, data entry, correspondence, reports, projects, and spreadsheets. Duties, responsibilities, and activities may change at any time with or without notice.
Requirements
- High school diploma or GED.
- High level of proficiency with Microsoft Word, Excel, PowerPoint, and Outlook.
- CRM experience or exposure to other software is required.
- Professional, calm, and polite manner.
- Attention to detail and ability to meet strict deadlines.
- Ability to maintain a high level of confidentiality.
- Excellent organizational skills.
- Strong interpersonal and communication skills; ability to be a positive team player.
- Ability to be flexible and interface professionally with internal and external customers at all levels.
- Availability to work flexible hours; irregular schedules may be required from time to time.
Nice To Haves
- Salesforce experience; training will be provided.
- Minimum of three years of prior administrative support or related experience preferred.
- Ability to obtain a Secret Clearance preferred.
- Proven excellent customer service skills.
Responsibilities
- Accurately capture, review, and edit officer post orders by liaising between field and client leadership.
- Track priority action items using company and client databases.
- Understand shift operations and scheduling for a 24x7 operation.
- Stay informed about schedule accommodations and initiate the resulting processes as instructed.
- Assist with scheduling when demand exceeds the scheduling team’s capacity.
- Process time-off requests in a timely manner.
- Verify invoice billing data against the internal database.
- Assist in developing weekly and monthly operational reports for the client.
- Provide payroll and billing support as needed.
- Become familiar with Salesforce and use it to submit cases as needed.
- Prepare correspondence, reports, special projects, and spreadsheets as required.
- Perform large-scale data entry accurately and in a timely manner.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
