Administrative Associate

The Haskell Company•Frisco, TX

About The Position

The Administrative Associate provides a wide variety of advanced clerical, secretarial, and receptionist support for a section, its team members, and the company as a whole, including backup switchboard coverage. The role supports administrative functions, building upkeep, clerical work, supply and equipment management, employee activities, and conference services. Responsibilities include greeting and directing visitors; maintaining calendars and correspondence; processing invoices and data entry; providing mailroom backup; maintaining copiers, facsimiles, supplies, and inventory; coordinating employee events and corporate ticket sales; and arranging client visits and corporate meetings. The position also supports use of the Plaza Café and related facilities. The role requires a high school degree or equivalent and 0–1 year of office, secretarial, or clerical experience. The associate must be able to work approved overtime as required and perform the physical activities described in the posting. Haskell states that it will make reasonable accommodations in compliance with the ADA.

Requirements

High school degree or equivalent.
0–1 year of office, secretarial, or clerical experience.
Proficiency in Microsoft Office.
Ability to hear and see, naturally or with correction.
Good organizational skills.
Ability to work overtime as required and approved.
Effective written and verbal communication skills and ability to independently follow detailed written or verbal instructions.
Ability to perform varied basic clerical duties that may change often and be shared with others.
Attention to detail and ability to recognize errors in numbers and spelling in written materials.
Ability to keep confidential information.
Ability to perform advanced mathematical calculations.
Ability to perform the duties using appropriate computer and general office equipment.
Ability to visit other locations and to stand, walk, stoop, kneel, crouch, and manipulate light to medium weights of 10–50 pounds.
Good hand-eye coordination, arm, hand, and finger dexterity, including grasping, and visual acuity to use a keyboard, operate equipment, and read application or form information.
Ability to frequently sit, reach with hands and arms, talk, and hear.

Responsibilities

Greet visitors and clients courteously, offer refreshments, determine their needs, notify the appropriate host, and direct them to the appropriate person or office.
Provide administrative support, including maintaining calendars, updating and distributing correspondence, photocopying, faxing, filing, and telephone coverage.
Maintain general administrative support functions for the section to ensure efficient use of time.
Maintain an efficient and visually appealing environment, including the lobby, information, and displays.
Monitor interior plant maintenance and pest control and process related invoices for payment.
Perform data entry within appropriate timeframes.
Enter Administrative Services invoices into the Enterprise One system for chargebacks, maintain invoice files, and research discrepancies.
Provide daily backup to mailroom personnel as needed.
Maintain copier and facsimile supplies; replace toners, inks, diffuser oils, and cartridges; and contact vendors or repair services when needed.
Order, restock, and maintain accurate inventory of standard corporate supplies.
Verify and code supply invoices and forward them to the supervisor for approval.
Issue charge tickets for approved non-standard supplies and job-site supplies or setup.
Liaise with supply vendors and reorder mailroom supplies, including shipping materials and postage.
Assist the primary coordinator with the Annual Meeting, Holiday Party, Book Fair, and Service Award Program.
Manage corporate ticket sales, including vendor contacts, employee ticket sales, and processing funds.
Coordinate client visits with hosts, food service, transportation, conference rooms, VIP badges, and visitor information.
Set up and clean up for corporate daytime meetings and conferences.
Maintain accurate inventory of soft drinks, coffee, water, paper, and plastic products.
Code and verify incoming invoices for payment and issue timely invoices for services and supplies as needed.
Maintain the calendar for upcoming meetings and conferences.
Coordinate after-hours or external use of the Plaza Café as needed.
Liaise with company users of the Plaza Café and facilities, collect rentals, and ensure guidelines are followed.