Administrative Assistant- (Split Shift Position Available) 9am-12pm
*****************Hiring Immediately ****************
About us:
A local automotive business is looking for an Office Manager to work a split shift. Ideal hours: 9am-12pm (in office); 7pm-12am remotely answering calls and completing clerical tasks.
- Someone that is organized and coordinates administrative duties and office procedures.
- Their role is to create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication and safety guidelines.
- Office Manager duties and responsibilities include scheduling meetings and appointments, accounts payable and account receivable, ordering office supplies and arrangements, marketing, greeting visitors and providing general administrative support to our employees.
- The ideal candidate may be a previous front office manager or office administrator with at least three years’ experience.
- Applicant should have experience with a variety of office software (email, spreadsheets and databases) and be able to accurately handle administrative duties.
Ultimately, the Office Manager should be able to ensure the smooth running of the office and help to improve company procedures and day-to-day operations.
Responsibilities
- Serve as the point person for office manager duties including maintenance, mailing, supplies, equipment, bills, errands, shopping.
- Schedule meetings and appointments
- Organize the office layout and order stationery and equipment.
- Maintain the office condition and schedule customer repairs and property maintenance.
- Partner with HR to update and maintain office policies as necessary.
- Organize office operations and procedures.
- Coordinate with IT department on all office equipment.
- Ensure that all items are invoiced and paid on time.
- Manage contract and price negotiations with office vendors, service providers and office lease.
- Manage office general and administrative budget, ensure accurate and timely reporting.
- Provide general support to visitors.
- Assist in the onboarding process for new hires.
- Address employee queries regarding office management issues (e.g., stationery, hardware and travel arrangements)
- Liaise with facility management vendors, including cleaning, catering and security services.
- Plan in-house or off-site activities, such as events and conferences
Skills
- Proven experience as an Office manager, Front office manager or administrative assistant
- Knowledge of office administrator responsibilities, systems and procedures
- Proficiency in bookkeeping (QuickBooks) and MS Office (MS Excel and MS Outlook, in particular)
- Hands on experience with office devices (e.g., fax machines and printers)
- Familiarity with email scheduling tools, such as Email Scheduler and Boomerang
- Excellent time management skills and ability to multi-task and prioritize work.
- Attention to detail and problem-solving skills.
- Excellent written and verbal communication skills.
- Strong organizational and planning skills in a fast-paced environment.
- A creative mind with an ability to suggest improvements.
- Flexibility to adjust in dynamic environment.
- High School degree: additional qualification as an administrative assistant or Secretary is a plus
- A bilingual candidate fluent in Spanish written and spoken is recommend not required.
Job Types: Full-time, Part-time
Pay: $18.00 - $23.00 per hour
Benefits:
- Employee discount
- Flexible schedule
- Health insurance
- Paid time off
- Professional development assistance
- Referral program
- Retirement plan
Schedule:
- 8 hour shift
- Monday to Friday
- Night shift
- Weekends as needed
Education:
Experience:
- Customer service: 4 years (Required)
Work Location: In person