Administrative Assistant (Newport News, Virginia)

About the role

The Administrative Assistant will perform general administrative duties, including but not limited to, the handling of Company mailroom, processing mail, maintaining files and filing, processing payables, and handling phone lines. The ideal applicant should be proficient in Microsoft Outlook, Word, and Excel, have excellent grammar and editing skills, be a clear and concise speaker, and able to work independently or as part of a team.

Responsibilities

• Maintain mailroom machines and mailing supplies.
• Maintain mail to property bins.
• Maintain an organized filing system.
• File any checks, payables or other documents.
• Maintain company petty cash box/ account.
• Aid with researching payables and charges for properties and corporate departments.
• Aid with printing, mailing and checking investor financials and correspondence.
• Process weekly/monthly/quarterly payables and reports.
• Maintain vendor compliance system: Inviting new vendors, reviewing and approving vendors, answering questions from properties and other corporate departments regarding compliance.
• Year-end boxing of files and setting up files for the upcoming year.
• Maintain secure storage accounts and supplies.
• Aid with preparation and coordination of office functions.
• Provide backup duties to department as needed.

Requirements

• Must possess excellent oral skills.
• Must possess enthusiastic and positive attitude.
• Work independently with minimal supervision and be accountable for actions-Self Motivated.
• Work efficiently and effectively under stressful situations.
• Organize work, set priorities and delegate with proper follow-up.
• Proficient in Microsoft Office.

Skills and Attributes

• Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.
• Customer Service - Manages difficult or emotional customer situations; Responds to requests for service and assistance; Meets commitments.
• Interpersonal Skills - Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.
• Oral Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.
• Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Able to read and interpret written information.
• Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed.
• Ethics - Treats people with respect; Keeps commitments; inspires the trust of others; Works with integrity and ethically; Upholds organizational values.
• Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; supports organization's goals and values.
• Judgment - Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.
• Motivation - Sets and achieves challenging goals; Demonstrates persistence and overcomes obstacles; Measures self against standard of excellence; Takes calculated risks to accomplish goals.
• Planning/Organizing - Prioritizes and plans work; Uses time efficiently; Sets goals and objectives.
• Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
• Quality - Demonstrates accuracy and thoroughness; Is open to ways to improve and promote quality; Applies feedback to improve performance.
• Quantity - Meets productivity standards; Completes work in timely manner; Strives to increase productivity; Works quickly.
• Adaptability - Adapts to changes in the work environment; Manages competing demands; Adjust approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.

Qualifications

• High school diploma and at least three years related experience and/or training; or equivalent combination of education and experience.
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Write routine reports and correspondence; speak effectively before groups of customers or employees of organization.
• Ability to calculate figures and amounts.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
• Knowledge of Microsoft Word and Excel.

Benefits

• Competitive Benefits to include Health, Dental, Life, 401K, Employees Assistance Program, Long Term Disability, Vacation and Sick Leave.