Administrative Support

Job Summary:

The Administrative Support staff member provides comprehensive support to ensure the smooth and efficient operation of the Agency. This dynamic role is key in managing administrative tasks, maintaining effective communication, coordinating schedules, and ensuring that the daily operations of the organization run seamlessly. The ideal candidate is a proactive problem-solver, organized, and adaptable, with a strong attention to detail and the ability to manage multiple responsibilities in a fast-paced environment. This position is a part of team and assignments may vary based on programmatic need. All administrative team members will be cross trained on a variety of the projects that the administrative team is responsible for.

Key Responsibilities

Communication and Correspondence Management

• Answer phone calls, handle inquiries, and direct them to appropriate personnel.
• Manage company emails, including filtering, responding, and forwarding as needed.
• Draft and proofread correspondence, including letters, emails, memos, and reports.
• Prepare client communications, newsletters, and internal bulletins.

Document Preparation and Management

• Create, format, and finalize internal and external documents, presentations, and reports.
• Ensure timely distribution of meeting agendas, presentations, and follow-up action items.
• Archive company documents and confidential files, both physically and digitally, according to established protocols.

Event Planning and Coordination

• Assist with the planning and execution of company events, conferences, and employee engagements.
• Coordinate event logistics, including venue booking, catering, materials, and technology setup.
• Manage attendee registrations, event communication, and on-site support.
• Develop and distribute event-related materials, such as invitations, schedules, and feedback surveys.

Facilities Management and Office Operations Support

• Oversee the general condition and cleanliness of office spaces and implement improvements for office ergonomics, comfort, and productivity.
• Manage office maintenance, working closely with service providers to ensure that equipment and facilities are properly maintained.
• Ensure the office complies with health, safety, and environmental standards.

General Administrative Support

• Provide ad-hoc administrative assistance to departments, teams, and managers as needed.
• Manage office systems and ensure the smooth day-to-day functioning of operations.
• Assist in the preparation of budgets and financial reports for departments or projects.
• Maintain and update internal policies, procedures, and employee handbooks.
• Serve as the point of contact for clients, suppliers, and service providers.
• Schedule and coordinate vendor meetings and handle vendor contracts and communications.
• Manage invoices and track payments for services rendered.
• Build and maintain positive relationships with external stakeholders.

HR and Employee Support

• Assist HR with onboarding new hires, including preparing welcome packages, office equipment, and workstations.
• Coordinate employee training sessions, seminars, and workshops.
• Responsible for the credentialing process for staff training; notify staff when trainings are due, document and file training certificates accordingly.
• Run background checks and motor vehicle reports for staff members.
• Ensure staff training records are accurate and properly filed both electronically and hard copies.

Inventory and Office Supply Management

• Monitor and maintain office supply levels and place orders as necessary.
• Handle the receipt and distribution of office supplies, equipment, and materials.
• Liaise with vendors and suppliers to ensure the office is well-equipped at all times.
• Track office equipment maintenance schedules and resolve any issues with service providers.

Project Coordination and Process Improvement

• Assist in coordinating project timelines, deliverables, and resources for team leaders.
• Track project budgets and assist in ensuring they stay within allocated limits.
• Support process improvement initiatives and contribute ideas for enhancing office workflows.
• Identify areas of inefficiency or bottlenecks and propose solutions to management.

Record-Keeping, Data Entry, and Reporting

• Update and maintain employee, client, and vendor databases.
• Generate periodic reports based on organizational data, ensuring accuracy and completeness.
• Track project milestones and deadlines, reporting any issues to the project manager or team leads.
• Manage incoming and outgoing mail and shipments, including preparing documents for mailing.

Scheduling, Meetings, and Travel Coordination

• Coordinate and schedule meetings, conference calls, and video conferences for team members and leadership.
• Arrange and manage travel bookings, including flights, hotels, and transportation.
• Organize detailed itineraries and provide travel-related support for team members.
• Take detailed meeting minutes, distribute them, and track progress on assigned action items.

Qualifications and Skills:

Education

• High school diploma required; associate's or bachelor's degree in business, office administration, or a related field preferred.

Experience

• 2+ years of experience in an administrative, office support, or customer service role is preferred.
• Experience in managing office procedures, vendor relations, and event coordination is a plus.

Technical Skills

• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Familiarity with office management software (e.g., project management tools, CRM systems) is a plus.
• Comfortable with office equipment, such as printers, copiers, and conference call setups.
• Strong organizational skills with the ability to manage multiple tasks and meet deadlines.
• Exceptional verbal and written communication skills.
• Detail-oriented with a high degree of accuracy in data entry, scheduling, and document management.
• Excellent time management skills with the ability to prioritize in a fast-paced environment.

Soft Skills

• Ability to work independently and as part of a team.
• Strong customer service skills and a friendly, professional demeanor.
• Discretion in handling confidential and sensitive information.
• Adaptability to changing work conditions and evolving priorities.

For more information, or to apply now, you must go to the website below. Please DO NOT email your resume to us as we only accept applications through our website.

https://peoplesexpressmi.applicantpro.com/jobs/3827430-1061413.html