Administrative Assistant Job at Pella Corporation
SUMMARY/OBJECTIVE
The Administrative Assistant provides administration and general office support with a variety of clerical activities and related tasks. The Administrative Assistant will be responsible for answering incoming calls, directing calls to appropriate team members, manages administration appointments and calendars, mail distribution, flow of correspondence, requisition of supplies as well as additional clerical duties.
ESSENTIAL RESPONSIBILITIES & DUTIES
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
- Work with various leaders and other staff members. This includes the handling of confidential information and efficiently utilizing various computer systems that will assist with the purposes of maintaining records and other processes.
- Develops and maintains office forms and procedures and assists with administrative tasks
- Greets and Directs visitors entering the building
- Maintains and coordinates various meeting rooms schedules
- Maintains administrative calendars
- Coordinates catering/meals for special events, team member orientation, Custom College, etc.
- Creates new or replacement ID badges for both Ocala and Jacksonville locations
- Answers telephones and directs the caller to the appropriate team member. Will transfer a caller to voice mailbox when appropriate.
- Provides callers with information such as company address, directions to the company location, company fax numbers, company website and other related information
- Prepares outgoing mail; sorts and distributes incoming mail
- Scan statements, payments, invoices, daily orders into files
- Duplicates and distributes materials
- Create and/or update various department manuals (employee handbooks, Custom College, etc.)
- Maintain a professional personal presentation
- Assists customers with the use of department facilities
- Coordinates the pick-up and delivery of express mail services (FedEx, UPS, etc.)
- Ensure cleanliness and maintain the front desk/reception area
- Other duties as assigned
QUALIFICATIONS
TECHNICAL SKILLS OR CERTIFICATIONS REQUIRED
- Proficiency communication/telephone/customer service skills and be self-motivated
- Ability to work in a team environment and maintain regular attendance
- Knowledge of administrative and clerical processes and procedures
- Computer proficiency and ability to use MS Office Suite, Adobe, etc.
- Excellent communicator including verbal and written skills
- Politeness, Patience, and Professionalism
- Ability to work well under pressure
- Accepts and completes assignments with minimal supervision.
EDUCATION
- At Least One year of administrative experience
- High School or GED Equivalent
Specialist areas of experience preferred:
- Bi-lingual preferred
- Two years of related experience
COMPETENCIES
- Communication proficiency
- Ethical Conduct
- Flexibility
- Customer/Client Focus
- Time Management
WORK RELATIONSHIPS (INTERNAL & EXTERNAL)
INTERNAL
- All Team Members
EXTERNAL
- Customers
- Vendors
- Suppliers
WORK ENVIRONMENT
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
PHYSICAL DEMANDS
While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.
TRAVEL
No travel is expected for this position.
LOCATION
This position is based in Ocala, Florida. Relocation assistance is not available for this position. It will be the responsibility of the successful candidate to arrange accommodation to Ocala.
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