Administrative Associate

Administrative Associate (Offsite)

POSITION PROFILE

Provides day-to-day administrative services required to maintain the smooth operation of the business unit. May handle two or more of the following: reception area, invoicing, PO tracking, mail purchasing or collections.

JOB DUTIES AND RESPONSIBILITIES

• Creates, proofs, revises and edits written material as needed.
• Handles internal and external correspondence.
• Prepares invoices for clients as required to exceed the deadline established for delivery.
• Creates and maintains departmental filing systems.
• Answers telephone lines for those, which they support.
• Updates calendars for those that they support.
• Uses and coordinates maintenance for local office equipment.
• Coordinates logistics for meetings, net meetings and conference calls: location, communication, resources, etc.
• Serves as Scribe for meetings as needed.
• Maintains department logs, reports, and/or data entry for functional databases.
• Cross-trains and learns other responsibilities within the team and provides assistance as needed.
• Assists receptionist and switchboard operators as needed.
• Processes collection letter download and prepares for mailing.
• Responsible for account processing
• Responsible for incoming fax and mail distribution.
• Mails or faxes lease copies per customer's request.
• Assists during month-end activities.

QUALIFICATIONS (Education, Experience and Certifications)

• High school diploma or equivalent.
• 3-5 years of responsible, full-time administrative experience is required.

KNOWLEDGE, SKILLS AND ABILITIES

• Must be able to work in a team environment by maintaining positive, productive relationships with co-workers, management, sales and production departments.
• Must be able to adapt to changing situations and be flexible.
• Requires proficiency in word processing, spreadsheet, calendar scheduling, presentation, timekeeping program and other required software applications on personal computer.
• Knowledge of modern office practices and procedures, including business correspondence, record keeping and filing systems, and office equipment is required.
• Knowledge of principals of managing and coordinating a variety of administrative functions efficiently is required.

WORKING CONDITIONS, MENTAL AND PHYSICAL DEMANDS

• Deals with time demands of work schedule by being available to work 8 to 12 hour shifts including nights, weekends, overtime and holidays depending upon volume of work to satisfy account needs.
• Must be able to work in a production facility by adapting to moderate medium to high noise levels.
• Deals with moderate stress levels by adapting to and coping with stressful situations for extended periods of time.
• Position often requires ability to stand on feet for at least eight (8) hours per day.
• To handle customer orders, may be required to lift and/or carry 50 lbs. From the floor to waist height, carrying it 10 feed and lowering back to the floor

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, skills, efforts or working conditions associated with a job.