Institute of Inspection , Cleaning and Restoration Certification
Administrative assistant
Institute of Inspection , Cleaning and Restoration Certification, Oakland, California, United States, 94616
Administrative Assistant Job Description:
Administrative Assistant duties and responsibilities include providing administrative support to ensure efficient operation of the Company. Supports managers and employees through a variety of tasks related to organization and communication. Responsible for confidential and time sensitive material. Familiar with a variety of the field's concepts, practices and procedures. Ability to effectively communicate via phone and email ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner. May direct and lead the work of others. Rely on experience and judgment to plan and accomplish goals and a wide degree of creativity and latitude is expected. Typically reports to a manager or head of a unit/department.
Responsibilities:Answer and direct phone callsOrganize and schedule meetings and appointmentsMaintain contact listsProduce and distribute correspondence memos, letters, faxes and formsAssist in the preparation of regularly scheduled reportsDevelop and maintain a filing systemOrder office suppliesBook travel arrangementsSubmit and reconcile expense reportsProvide general support to other employees.Provide information by answering questions and requestsTake dictationResearch and creates presentationsGenerate reportsHandle multiple projectsPrepare and monitor invoicesDevelop administrative staff by providing information, educational opportunities and experiential growth opportunitiesEnsure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniquesMaintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of suppliesMaintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societiesContribute to team effort by accomplishing related results as neededCarry out administrative duties such as filing, typing, copying, binding, scanning etc.Organize travel arrangements for senior managersWrite letters and emails on behalf of other office staffMaintain computer and manual filing systemsHandle sensitive information in a confidential mannerTake accurate minutes of meetingsCoordinate office proceduresReply to email, telephone or face to face enquiriesDevelop and update administrative systems to make them more efficientResolve administrative problemsReceive, sort and distribute the mailAnswer telephone calls and pass them onManage staff appointmentsOversee and supervise the work of junior staffMaintain up-to-date employee holiday recordsCoordinate repairs to office equipmentGreet and assist visitors to the officePhotocopy and print out documents on behalf of other colleaguesRequirements:
Proven admin or assistant experienceKnowledge of office management systems and proceduresExcellent time management skills and ability to multi-task and prioritize workAttention to detail and problem solving skillsExcellent written and verbal communication skills ( bilingual Spanish and English)Strong organizational and planning skillsProficient in MS OfficeAt least 7 years of experience in the field or in a related areaHigh school diploma or equivalent; college degree preferredAdministrative Assistant top skills & proficiencies:
Reporting SkillsAdministrative Writing SkillsMicrosoft Office SkillsAnalysisProfessionalismProblem SolvingSupply ManagementInventory ControlVerbal CommunicationOffice Administration ProceduresTyping SkillsAttention to DetailAccuracyMultitaskTelephone SkillsTeamworkDiscretion and JudgmentPatience
Built on a foundation of great brands and employees with a passion for service, our vision is to be the leading provider of essential services through empowered people, world-class customer service and convenient access. By joining ServiceMaster, you'll be part of a talented network of employees with a shared vision.
Our environment is a diverse community where successful people work together to achieve common goals.
This franchise is independently owned and operated by a ServiceMaster Clean® franchisee. Your application will go directly to the franchisee, and all hiring decisions will be made by the management of this franchisee. All inquiries about employment at this location should be made directly to the franchisee, and not to The ServiceMaster Company, LLC.
Administrative Assistant duties and responsibilities include providing administrative support to ensure efficient operation of the Company. Supports managers and employees through a variety of tasks related to organization and communication. Responsible for confidential and time sensitive material. Familiar with a variety of the field's concepts, practices and procedures. Ability to effectively communicate via phone and email ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner. May direct and lead the work of others. Rely on experience and judgment to plan and accomplish goals and a wide degree of creativity and latitude is expected. Typically reports to a manager or head of a unit/department.
Responsibilities:Answer and direct phone callsOrganize and schedule meetings and appointmentsMaintain contact listsProduce and distribute correspondence memos, letters, faxes and formsAssist in the preparation of regularly scheduled reportsDevelop and maintain a filing systemOrder office suppliesBook travel arrangementsSubmit and reconcile expense reportsProvide general support to other employees.Provide information by answering questions and requestsTake dictationResearch and creates presentationsGenerate reportsHandle multiple projectsPrepare and monitor invoicesDevelop administrative staff by providing information, educational opportunities and experiential growth opportunitiesEnsure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniquesMaintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of suppliesMaintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societiesContribute to team effort by accomplishing related results as neededCarry out administrative duties such as filing, typing, copying, binding, scanning etc.Organize travel arrangements for senior managersWrite letters and emails on behalf of other office staffMaintain computer and manual filing systemsHandle sensitive information in a confidential mannerTake accurate minutes of meetingsCoordinate office proceduresReply to email, telephone or face to face enquiriesDevelop and update administrative systems to make them more efficientResolve administrative problemsReceive, sort and distribute the mailAnswer telephone calls and pass them onManage staff appointmentsOversee and supervise the work of junior staffMaintain up-to-date employee holiday recordsCoordinate repairs to office equipmentGreet and assist visitors to the officePhotocopy and print out documents on behalf of other colleaguesRequirements:
Proven admin or assistant experienceKnowledge of office management systems and proceduresExcellent time management skills and ability to multi-task and prioritize workAttention to detail and problem solving skillsExcellent written and verbal communication skills ( bilingual Spanish and English)Strong organizational and planning skillsProficient in MS OfficeAt least 7 years of experience in the field or in a related areaHigh school diploma or equivalent; college degree preferredAdministrative Assistant top skills & proficiencies:
Reporting SkillsAdministrative Writing SkillsMicrosoft Office SkillsAnalysisProfessionalismProblem SolvingSupply ManagementInventory ControlVerbal CommunicationOffice Administration ProceduresTyping SkillsAttention to DetailAccuracyMultitaskTelephone SkillsTeamworkDiscretion and JudgmentPatience
Built on a foundation of great brands and employees with a passion for service, our vision is to be the leading provider of essential services through empowered people, world-class customer service and convenient access. By joining ServiceMaster, you'll be part of a talented network of employees with a shared vision.
Our environment is a diverse community where successful people work together to achieve common goals.
This franchise is independently owned and operated by a ServiceMaster Clean® franchisee. Your application will go directly to the franchisee, and all hiring decisions will be made by the management of this franchisee. All inquiries about employment at this location should be made directly to the franchisee, and not to The ServiceMaster Company, LLC.