Administrative Assistant

PURPOSE AND SCOPE:

The administrative assistant is responsible for greeting vendors, customers, job applicants and other visitors, arranging for transportation services, and ordering or picking up food for both internal and external clients when needed.  The administrative assistant will assist senior staff with scheduling meetings, email, updating meeting notes & scheduling travel plans and also assist in human resources when needed.

PRINCIPAL RESPONSIBILITIES AND DUTIES:

  • Provide general support to visitors & clients in our office.
  • Organize and schedule appointments.
  • Plan meetings and take detailed minutes.
  • Write and distribute email, correspondence memos, letters, e-Faxes and forms.
  • Distributes and collects incoming mail and processes outgoing mail. Scan invoices to Tampa AP department.
  • Assist in the preparation of regularly scheduled reports.
  • Maintains manager’s appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
  • Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
  • Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
  • Maintains contact lists and hr vendor lists.
  • Act as the point of contact for internal and external clients for senior staff and hr.
  • Reports building maintenance needs to building management.
  • Maintains customer confidence and protects operations by keeping information confidential.

PHYSICAL DEMANDS AND WORKING CONDITIONS:

The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this position, the employee is frequently required to sit, either in an office environment, or in the context of operating a vehicle.  The position is also required to: talk, hear, taste, smell, stand, walk; use hands and fingers to handle, operate, or operate objects, tools, or controls; reach with hands and arms; and occasionally climb and/or balance their body; and stoop, kneel, crouch, crawl.  The employee must intermittently lift and/or move objects that weigh approximately 10-25 pounds, and on rare occasions lift and/or move objects that weigh approximately 100 pounds.  Duties are performed in environments that are primarily environmentally controlled in an office environment but may range to vehicles, outdoor settings in all weather conditions.

CUSTOMER SERVICE:

  • Responsible for driving the HXG culture through values and customer service standards.
  • Accountable for outstanding customer service to all external and internal contacts.
  • Develops and maintains positive relationships through effective and timely communication.
  • Takes initiative and action to respond, resolve and follow up regarding customer service issues with all customers in a timely manner

EDUCATION:

  • A minimum of two years of experience required
  • Associate’s degree and/or equivalent experience.

EXPERIENCE AND REQUIRED SKILLS:

  • Supply Management
  • Scheduling
  • Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
  • Organization and Time Management
  • Equipment Maintenance
  • Travel Logistics
  • Strong organizational skills with the ability to multi-task
  • Excellent written and verbal communication skills
  • Must have reliable transportation

Review and comply with the all relevant Company policies and procedures, local, state, and Federal laws and regulations.  Ensure that employees understand and comply with all-relevant Company policies and procedures, and local, state, and Federal laws and regulations, and establish effective internal systems and controls to promote such compliance.

The duties listed in this job description are intended only as illustrations of the various types of work that may be performed.  The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

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