Administrative Assistant

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  • Job Title: Administrative Assistant
  • Department: Administration
  • Reports To: Director of Business Operations
  • FLSA: Exempt and Full-time
  • Location Available: Southfield, MI – soon to be Sterling Heights, MI

Position Summary

The Administrative Assistant, a professional representative of UltraLevel, Inc., will provide general office support with a variety of clerical activities and related tasks. The Administrative Assistant is responsible for answering incoming calls, directing calls to appropriate associates, is a personal liaison between the office, clients, visitors and guests, provides mail distribution, assists with other office related tasks, and provides general support to the executive team as needed.

Role Responsibilities

  • Make sure front desk and phones are covered at all times.
  • Assist with accounts payable and/or receivable processing.
  • Coordinate transportation, hotel and restaurant reservations for staff, clients and guests, if needed.
  • Schedule travel and lodging for clients, guests and employees.
  • Greet clients and guests; attend to clients/guests needs – beverage (keep coffee brewed), hang coat, restrooms, copies, scanning, and faxing.
  • Make sure office is stocked with paper, office supplies, kitchen supplies, and cleaning supplies. Keep inventory and adjust orders as needed.
  • Unpack weekly supply orders and put supplies away.
  • Schedule meetings, conference rooms, invites to others as requested.
  • Perform mailings, as needed.
  • Assist in setting up for special company functions, meetings, luncheons, etc.
  • Create and maintain company phone list; update and redistribute when needed.
  • Monitor office for cleanliness (i.e. empty dishwasher, clean kitchen area, garbage/recycling bins, stock, fridge cleanout, etc.).
  • Filing, scanning, copying for office staff as needed.
  • Perform other special projects as assigned.

Knowledge, Skills, and Abilities

  • Experience answering phone; transferring, messages, etc.
  • Excellent verbal and written communication skills.
  • Strong desire to excel.
  • Ability to establish priorities and multi-task efficiently within a high pressure environment, while meeting deadlines.
  • Team player and ability to work independently.
  • Negotiation skills for getting the best deal on supplies, etc., for the company.
  • Experience in booking travel and mail processes, such as UPS and Fed-Ex.
  • Experience in ordering and maintaining supplies.
  • Must be detail-oriented and pay close attention to specifics.
  • Ability to properly handle confidential information and records.
  • Able to analyze information gathered in order to identify potential problems or discrepancies.
  • Able to communicate effectively with management, clients and peers.
  • A sense of urgency, high energy and commitment to getting the job done.
  • Proficient in MS Office.

Education

  • High School Diploma or equivalent required.
  • 2 years’ experience in a customer service or related, preferred.

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