Administrative Assistant Job at SourcePro Search, LLC in Philadelphia

We are conducting a search for a motivated Administrative Assistant to join a property group located in Philadelphia, PA.

The ideal candidate's duties and responsibilities include providing administrative support to ensure efficient operation of the office. Support managers and employees through a variety of tasks related to organization and communication. Administrative assistants are responsible for confidential and time sensitive material.

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.

What You'll Do:

• Answer and direct phone calls
• Coordinate appointments and schedules and Partners calendars
• Co-ordinate schedules, appointments and bookings

• Maintain contact lists
• Produce and distribute correspondence memos, letters, faxes, and forms

• Develop and maintain a filing system
• Order office supplies
• Book travel arrangements
• Provide general support to visitors
• Handle multiple projects
• Ensure operation of equipment by completing preventive maintenance requirements; calling for
  
  repairs; maintaining equipment inventories; evaluating new equipment and techniques
• Maintain supplies inventory by checking stock to determine inventory level; anticipating needed
  
  supplies; placing and expediting orders for supplies; verifying receipt of supplies
• Contribute to team effort by assisting all team members when needed
• Carry out administrative duties such as filing, typing, copying, binding, scanning, etc.

• Ensure security, integrity and confidentiality of data
• Arranges travel processes, including flight and hotel booking, and car rentals for Partners

• Book conference calls, rooms, couriers, etc.
• Cover the reception desk when required
• Maintain computer and manual filing systems
• Handle sensitive information in a confidential manner
• Coordinate office procedures
• Reply to email, telephone, or face to face inquiries

• Receive, sort, and distribute the mail
• Manage staff appointments
• Greet and assist visitors to the office
• Photocopy and print out documents on behalf of other colleagues
• Provide polite and professional communication

• Proven administrative or assistant experience
• Knowledge of office management systems and procedures
• Excellent time management skills and ability to multi-task and prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organizational and planning skills
• Proficient in MS Office
• At least 5 years of experience in the field or in a related area
• College Degree
• Notary or ability and willingness to become one