Administrative Assistant Job at Black Swan Manufacturing Company in Chicago

Our office is currently accepting applications to fill an administrative assistant position with a specific focus on payroll and bookkeeping. As an administrative assistant you will perform skilled clerical work, customer service, and provide general secretarial support to office administrators and colleagues. The administrative assistant will be responsible for helping with data entry, maintaining financial records, and facilitating communication among company departments. You will be the point of reference for all queries, requests or issues and will be an integral part of the company’s workforce. We are looking for a candidate that will help to optimize workflow procedures in the office. This position is ideal for someone who is motivated, able to prioritize work assignments as they come in, and preferably capable of speaking Spanish and English fluently.

Responsibilities:

· Order processing

· Data Entry

· Logistics – setting up truck shipments and inbound shipments

· Receive and distribute relevant information to/from internal and external sources by telephone, email or in person

· Bridge communication among company departments

· Respond to customer service inquiries via telephone or email

· Screen documents, book appointments, and take messages

· Compose letters, memos, emails, and other formal documents

· Accounts receivable and accounts payable

- Payroll

· Develop and implement office procedures

· Take initiative to make minor job-specific decisions in the absence of president

· File and update contact information of employees, customers, suppliers, external partners, and general company records

· Perform other administrative duties including filing and photocopying

Qualifications:

· Preferably bilingual Spanish and English

· High school diploma or GED

· Proven work experience as a secretary or administrative assistant

· Friendly and professional demeanor

· Highly dependable and trustworthy: maintain confidentiality having access to sensitive documents

· Familiarity with office organization and optimization techniques

· Knowledge of specific software programs, including Word and Excel

· Excellent written and verbal communication skills

· Able to work independently

· Time management capability

· Ability to prioritize and multitask

· Strong attention to detail with follow-up skills

· Ability to organize tasks, research and keeping records