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

• Proficiently operate a computer and various computer systems.
• Function in a high-stress environment, multi-task, and work as a team player.
• Efficiently communicate with teammates from all levels (other administrative assistants, department manager, branch manager, project manager, etc.).
• Review the project set-up structure to ensure the billing terms are being executed correctly.
• Execute monthly billing for a department(s) by invoicing clients through various channels.
• Advise management when the billing total reaches the total contract amount.
• Follow up with clients on invoices to ensure receipt, correct submittal, etc.
• Demonstrate strong knowledge of the business and project cycle.
• Efficiently answer client questions and assist them promptly.
• Prioritize, execute tasks efficiently, and meet deadlines without compromising the quality of work.
• Produce departmental reports (may vary by location and department).
• Serve as a scheduler and/or dispatcher (may vary by location and department).
• Use proper format, grammar, spelling, and punctuation.
• Regular on-site, in-office attendance is required.
• Follow safety procedures.
• 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.