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Position summary: The Administrative Assistant is responsible for answering/screening all incoming calls to the main line, identifying callers, and directing calls along with caller identification to appropriate employees. The Administrative Assistant is also responsible for greeting and directing visitors, distribution of mail, requisition of supplies, and additional administrative duties as assigned. The Administrative Assistant provides dedicated support to the Sales team through the application of identified office management priorities that will enable the company to fully maximize the application of resources to capture significant commercial and federal business opportunities that fulfill the stated mission of the company’s business plan.
Position responsibilities: The responsibilities of the Administrative Assistant include, but are not limited to: 1) Professionally answers all telephone calls and directs callers to the appropriate employee; 2) Professionally greets and directs visitors to the company; 3) Provides callers and visitors with information such as company address, directions to the company, company web site, and other related information; 4) Receives, sorts and forwards incoming regular mail and express mail services (FedEx, UPS, etc.); 5) Performs a variety of general clerical duties, including telephone reception, photocopying, faxing, filing, collating, mail distributions, and other routine functions; 6) Types memos, correspondence, creates and updates spreadsheets, flyers, and other documents; 7) Orders, stocks and maintains an inventory of office supplies; 8) Maintains an organized and clean receptionist area and supply closet; 9) Coordinates the repair and/or service of equipment, to include, but not limited to copier and fax machine; 10) Maintains list of active employees and creates and distributes timesheets; 11) Collects all employee timesheets on a weekly basis and coordinates with Jessup office for timely submission of timesheets to Payroll department; 12) Secures company assets located in the warehouse by ensuring that warehouse cage is locked at all times; 13) Escorts Technicians into warehouse in the absence of the Warehouse/Invoicing Specialist or when the Warehouse/Invoicing Specialist is busy with other responsibilities; 14) Responsible for the signing in and signing out of company tools/equipment; 15) Coordinates the internal resources of the company in support of the capture effort as it relates to cut sheets, test results, labeling schemes, project set up folders, and all other forms of close out documentation; 16) Under supervision, actively assists with collections of data related to invoicing; 17) Prepares necessary documentation to support in the collections and billing process; 18) Ensures strict confidentiality of financial records, job folders, personnel files and information, and all management conversations that occur within the office; 19) Manages the fleet of Company vehicles to include, but not limited to, assignment of gas cards/vehicles, proper maintenance of vehicles, and vehicle registration/inspections; 20) Performs miscellaneous job related duties as assigned; and 21) Interacts with various departments, customers, and vendors in a positive, timely, and professional manner.
Essential skills and experience: A minimum of 2 years of experience in a busy office environment, including answering phones and assisting with invoicing and/or sales support. Excellent customer service skills, phone etiquette, and written and verbal communication skills. A good understanding of general business process is preferred, but not required. Strong knowledge of Microsoft Office to include Word, Excel, and Outlook. PowerPoint skills preferred. The ability to work independently on assigned tasks as well as accept direction on given assignments and the ability to multi-task is required. Strong attention to detail, ability to take initiative, reliability, and ability to complete tasks according to a deadline are required. An ability to maintain confidentiality is essential.
Must be able to pass a background check and/or the ability to get a government issued clearance. Drug screening is also required.
Education: High school diploma or equivalent. Knowledge of administrative and clerical procedures. Knowledge of computers and relevant software applications to include MS Office (Word, Excel and Outlook).
FiberPlus, Inc. Job Description Page 2 of 2
Position: Administrative Assistant
Physical Demands and Work Environment: While performing the duties of this position, the Administrative Assistant is frequently required to sit; talk; hear; and use hands, arms, and fingers to type. The Administrative Assistant is occasionally required to stand; walk; use hands and fingers to feel, finger, or grasp objects or tools;
crouch, crawl, and kneel; and reach with hands and arms. The Administrative Assistant may occasionally be expected to lift and/or move up to15 pounds. Specific vision abilities required by this job include close vision, ability to adjust focus, and the ability to focus on a CRT or LCD computer monitor for lengthy periods of time. The noise level in the work environment is usually moderately quiet.
Disclaimer: The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. These statements are not intended to be an exhaustive list of all responsibilities, duties and skills, nor are these statements intended to create a contract of employment between the employee and FiberPlus, Inc.