Administrative Assistant

  • Job Reference: 00001647-1
  • Date Posted: 4 May 2023
  • Company: IES Communications LLC.
  • Location: Tempe, Arizona
  • Salary: On Application
  • Job Type: Permanent

Job Description

Job Summary:

The Administrative Assistant is the administrative person for the department or branch. The Administrative Assistant ensures that all administrative duties are completed in concert with the Company's requirements, including but not limited to, safety, quality, management and financial performance requirements. All aspects of the assigned work must be carried out as efficiently as possible with respect to word processing, general filing, timekeeping, records management, correspondence, project financial records, submission of required documents for billing, invoicing, purchasing and general verification of records to achieve Company performance and customer delivery goals.

Job Duties and Responsibilities:

Perform assigned word processing, general filing, timekeeping, records management, correspondence and assigned project related financial documents processing.
Self-manage assigned workload distribution.
Act as the department administrator for interface with customer representative(s).
Create, develop, implement and revise project process improvement(s).
Able to preserve confidential information; self-sufficient problem solver; work with little or no supervision and handle multiple projects simultaneously.
Manage calendars, schedule meetings and arrange travel itineraries, management of daily office activities.
Screen telephone calls, resolve routine and complex inquiries. Reference verification, tracking vacation & time off requests, maintain attendance database for Program employees.
Prepare & maintain daily reports for purchasing manager. Verify purchase orders for accuracy. Open and sort incoming mail
Able to create, correct and revise complex Excel spreadsheets, tables, charts and graphs.
Schedule and help manage weekly and monthly meetings.
Support document control, spot check and maintain accuracy and delivery to our customer
Maintain program level dashboards, input, data acquisition, collection
Other responsibilities as assigned.
Physical and Mental Requirements:

Must be self-motivated, positive in approach, professional and help to create, develop and implement process improvement(s).
Must promote the Company culture and mission to all employees, vendors, clients and business partners.
Must possess proven problem solving skills, critical thinking skills and the ability to effectively read, write and give oral direction(s) to project personnel.
Must have proven mid skill level to interpret project documents, including but not limited to, timesheets, spreadsheets and billing documents.
Must be able to learn Company and customer project management systems.
Education, Certification, License, and Skill Requirements:

Must possess at least a High School diploma or GED equivalency.
Must have some experience in customer interface, such as liaison between the customer and the Company.
Must possess a minimum of three (3) years working experience.
Must have a minimum of two (2) years of experience in a related telecommunications or construction administrative position.
Must be proficient with Microsoft Office (Word, Excel and MS Project).
Must be able to effectively operate office equipment and computing devices commonly used in the industry.
Must meet Company minimum driving standards.
Must be able to manage multiple tasks/projects simultaneously.
Must have demonstrated verifiable ability to identify a project, create a project filing system, develop detailed associated administrative tasks and manage these for project final record keeping and audit.