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Administrative Assistant

Company: Excellian HR Solutions
Location: Plano
Posted on: May 15, 2022

Job Description:

Job Description Our Client is an award-winning enterprise technology solutions provider for the SMB market. We offer a broad portfolio of secure IT services including managed IT, cyber security, hosted VOIP, cloud solutions, and Professional Services. We are rapidly expanding and have garnered top industry recognition for our thought leadership and growth. Job Summary The Administrative Assistant will organize and coordinate office administration and procedures, in order to ensure organizational effectiveness, efficiency, and safety. The Administrative Assistant is responsible for the front desk's first point of contact phone or in person, developing intra-office and social media communication protocols, streamlining administrative procedures, and shipping and receiving maintenance. Energetic professional who doesn't mind wearing multiple hats. Experienced in handling a wide range of administrative and executive support-related tasks. Well organized, flexible, and enjoys the administrative challenges of supporting an office of diverse people. Responsibilities Front Desk: -- Responsible to answer incoming phone calls, disseminating messages or transferring calls accordingly (first to answering all general/operator incoming calls) -- Greet and direct visitors and clients -- Order & Manage Office o Maintain Clean Common Areas (kitchen, fridge, lobby, conference room, hallways, tech area) o Order offices supplies as needed (ink, paper, snacks, etc.) Shipping and Receiving Maintenance: -- Ensure updated Customer contacts in the 5K Database System -- Coordinate Holidays and gifts purchase and delivery -- Order and schedule lunches for 5K internal and/or the customer upon request -- Ensure monthly newsletter is scheduled and ready for delivery -- Assist with creating, reviewing, and following up on quotes -- Maintaining Debit Orders, Credit Orders, and proper monitoring of RMA's -- Shipping audits from our vendors (for variations in shipping fee charges) -- Responsible for the Purchasing for all departments -- Work with Accounting to maintain relationships with Vendors -- Work with Sales in developing new items and product information -- Assist with staging Projects and communicating the status of projects -- Manage 5K car supplies (ensure each car has necessary supplies, gassed clean, a current registration, etc.) -- Maintain and conduct bi-monthly 5K & client key checks -- General clerical duties including photocopying, faxing, and mailing -- Handle requests for information and data -- Creating spreadsheets and presentations as assigned -- Perform basic internal audits for Quality as assigned -- May be called upon to assist with special projects and assume responsibility for the development, administration, and promotion of specific projects, as required Assist CEO: -- Make client service general contact calls to clients -- Make follow-up calls to survey tech service visits -- Scheduling appointments -- Make Travel Arrangements for the department -- Planning Company Events for Staff or Clients -- Strong experience in Social Media and Canva use. Responsible for updating and expanding business presence. Must have experience uploading into all social media platforms and working to provide updates on a weekly basis. -- Marketing: o Research and review various websites for appropriate and highlight RFPs o Assist with collecting required information for the initial draft of RFPs o Make cold calls using interest/sales script to prospective clients Qualification Requirements To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. -- High School Diploma or GED -- Read, write and understand English -- Must have a valid driver---s license Skills Preferred Skills -- Strong written and verbal communication -- Previous office administration experience -- Aggressive, proactive problem solver with proactive thinking skills. -- Able to take initiative and work independently. -- Organizational and task management skills -- Ability to effectively prioritize and execute tasks in a high-pressure environment. -- High attention to detail. -- Ability to meet deadlines -- Experience coordinating, monitoring, and evaluating projects and activities. Basic Skills -- Ability to listen carefully to follow instructions -- Maintain a professional appearance and demeanor. -- Exhibit a positive attitude -- Customer-oriented and service skills. -- Strong work ethic; reliable & punctual. -- Demonstrated teamwork and versatility in integrating into multiple work environments. -- Must be Computer Savvy -- Excellent communication skills, both written and verbal -- Skillful at asking questions to get needed information -- Operate office equipment (copy, fax, and scanning machines) -- Completing data input, filing, and projects as needed -- Strong computer skills, proficiency with Microsoft Word, Excel, PowerPoint, Publisher, and database tools -- Excellent organizational skills and multi-task oriented -- Ability to complete administrative-related tasks such as reviewing, responding to, and typing letters, reviewing documents, manuals, and other official correspondence. -- Independent, self-motivated worker -- Analytical problem-solving skills -- Ability to manage multiple projects and timelines -- Ability to prioritize and change direction quickly with tasks and projects -- Ability to interact with others professionally -- Other duties as assigned Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to stand; walk, and sit for extended periods of time. The employee must occasionally lift and/or move up to 50 pounds and be able to use appropriate support equipment to lift and move greater amounts.

Keywords: Excellian HR Solutions, Plano , Administrative Assistant, Administration, Clerical , Plano, Texas

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