Administrative Assistant

Position description

Job title

Administrative Assistant

Contract type

Permanent

Job description

Position overview:

We are seeking a dedicated Receptionist/Administrative Assistant to join our team. The successful candidate will serve as the first point of contact for visitors and callers, providing a welcoming and professional environment. They are responsible for managing front-desk operations, handling communications, maintaining administrative records, and supporting various office functions. This role ensures the smooth and efficient operation of daily office activities by coordinating mail, supplies, and administrative tasks across departments, while also performing additional duties as assigned by management.

Key Responsibilities:

• Welcome visitors by greeting them in person or on the telephone, answering or referring to inquiries.
• Ensure all voicemail messages to the main office number are taken and directed to staff members.
• Administrating Visitor Logbook.
• Ensure that the reception area is kept tidy.
• Prepare and coordinate and distribute mail, faxes, and packages.
• Prepare, send, and file Purchase Orders as per request given.
• Liaise with office suppliers for stationery and cleaning products orders.
• Maintain pantry supplies and ensure that they are well stocked.
• Provide support in administrative activities for all departments.
• Perform additional job duties as assigned by management.

Profile

Qualifications & Experience:

• Education:
  • Minimum of 1 year experience in the field.
  • High School Diploma

• Knowledge & Skills:
  • Excellent Computer Skills with MS Office, Adobe, Outlook.
  • Knowledge of ISO guidelines is a plus.

• Personal Attributes:
  • Accountability - Takes personal responsibility for the quality and timeliness of work.
  • Attention to details - Diligently attends to details pursues quality in accomplishing tasks.
  • Data Analysis and Problem Solving - Demonstrates the ability to analyze and understand data and information quickly.
  • Task Management - Effectively manages tasks by appropriately focusing on the critical priorities.
  • Adaptability to changing conditions - Adapts to changing business needs, conditions, and work responsibilities.
  • Collaboration - Works efficiently and inclusively with a range of people, both within and outside of the organization.
  • Fluency in English (additional languages a plus)

Position location

Country

USA

Location

Houston, TX

Candidate criteria

Minimum level of education required

A-levels / Grade 12

Qualification

High school

Minimum level of experience required

Less than 2 years