Administrative Assistant I

About the role

We are looking for an Administrative Assistant I to join our growing team. The Administrative Assistant plays a vital role in supporting daily operations, ensuring efficiency, organization, and effective communication within the department. This position is responsible for providing administrative and clerical support to leadership and team members, handling scheduling, correspondence, documentation, and office coordination. This is an excellent opportunity for individuals looking to start their career in administration. The ideal candidate will be highly organized, detail-oriented, and proactive, with strong interpersonal skills and the ability to manage multiple tasks simultaneously.

Responsibilities

• Correctly documents correspondence, reports, results, and invoices for the BID department following project deadlines.
• Organize and maintain data related to billing and invoicing.
• Scan complete files into the document storage system at project completion.
• Scheduling of building inspectors and assist with processing of permits as needed.
• Create correspondence, letter reports, and other documents as required.
• Take calls from clients, municipalities, building inspectors, and other intra-office personnel.
• Answer client questions promptly and handle special requests regarding typing and billing.
• Speak eloquently and politely on the phone and provide excellent customer service.
• Operate a personal computer proficiently, with typing at least 50 words per minute (wpm).
• Understand and interpret contracts and invoices accurately.
• Follow safety procedures and ensure compliance.
• Function as a strong multi-tasker and team player in a high-stress environment.
• Collaborate effectively with colleagues to achieve department goals.
• Other duties may be assigned.

Requirements

• High school diploma or equivalent required; Associate’s degree or additional relevant coursework preferred.
• 0-2 years of administrative or office support experience (internship or volunteer experience a plus).
• Working knowledge of Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and office management tools.
• Strong organizational, time management, and problem-solving skills.
• Strong attention to detail and ability to handle confidential information with discretion.
• Effective verbal and written communication skills to interact with team members and stakeholders.
• Ability to work independently and collaboratively in a fast-paced environment.
• Ability to adapt to a changing work environment and foster and maintain good relationships at all levels.

Travel Requirements

This position does not require regular travel as part of its primary responsibilities. However, occasional travel may be required, up to 10%, primarily for occasional off-site meetings, training sessions, or company events. Travel, when necessary, will be communicated in advance and aligned with business needs.

Physical Demands & Work Environment

• Primarily operates in a professional office environment, requiring the ability to work at a desk for extended periods while using a computer, phone, and standard office equipment.
• Involves sitting for extended periods, performing data entry, and engaging in frequent communication via email, phone, and in-person interactions.
• Regular communication with team members, clients, and stakeholders, both in person and through virtual platforms.
• May include occasional standing, walking, bending, and lifting of office materials up to 15 pounds.