Administrative Assistant / Receptionist

Administrative Assistant

Position Summary

We are seeking a professional, organized, and detail-oriented Administrative Assistant to support the daily administrative and operational functions of our office. This position will be responsible for managing incoming phone calls, coordinating communications, maintaining records, and assisting with various administrative tasks to ensure efficient office operations.

The ideal candidate possesses excellent communication and organizational skills, strong attention to detail, and the ability to multitask in a fast-paced office environment.

Essential Duties and Responsibilities

• Answer and manage incoming phone calls in a professional and courteous manner.
• Gather and accurately document information from callers, including contact details and reason for the call.
• Relay messages and requests to appropriate staff members or departments.
• Perform general administrative duties, including data entry, filing, scanning, and document management.
• Maintain organized records, reports, and office documentation.
• Assist with scheduling, coordinating appointments, and managing administrative calendars as needed.
• Monitor and respond to emails and general inquiries.
• Assist with preparing reports, spreadsheets, and other administrative documents.
• Coordinate with internal staff, vendors, and external contacts as needed.
• Support management with daily operational and administrative tasks.
• Maintain confidentiality and comply with company policies and procedures.
• Assist with office organization, inventory of office supplies, and other clerical responsibilities.
• Support the team in maintaining efficient workflow and excellent customer service.

Qualifications

• High school diploma or equivalent required.
• Previous administrative assistant, office support, or customer service experience preferred.
• Strong verbal and written communication skills.
• Excellent phone etiquette and interpersonal skills.
• Basic proficiency with computers, email, and office software.
• Strong organizational skills with excellent attention to detail.
• Ability to prioritize tasks and manage multiple responsibilities efficiently.
• Ability to accurately document information and follow instructions.
• Ability to work independently and collaboratively in a team environment.
• Professional demeanor and ability to handle confidential information appropriately.

Preferred Qualifications

• Strong computer skills and proficiency in administrative software and office applications.
• Advanced knowledge of Microsoft Office, particularly Excel, Word, and Outlook.
• Experience creating and managing spreadsheets, reports, documents, and electronic records.
• Excellent typing, data entry, and computer-based organizational skills.
• Ability to learn new software, systems, and technology quickly.
• Experience with electronic filing, document management, and administrative workflows.
• Strong problem-solving skills and ability to complete computer-based tasks efficiently and independently.
• Previous experience in an administrative or office support role.
• Bilingual candidates are encouraged to apply.

Benefits

• Paid time off
• Health benefits (if applicable)
• Opportunities for professional growth and advancement
• Supportive and collaborative team environment

We are an equal opportunity employer and welcome applicants from diverse backgrounds.