The Administrative Specialist provides essential administrative support to managers, employees, and office visitors, ensuring smooth office operations. This role involves handling routine clerical tasks with a strong emphasis on accuracy and attention to detail. The Administrative Specialist collaborates closely with the financial team to achieve the organization's objectives. Professionalism, politeness, and clear communication via phone, email, and mail are integral to this role. Proficiency in general office tasks and computer skills, coupled with excellent verbal and written communication abilities, are essential. Above all, the ideal candidate must demonstrate a genuine commitment to meeting the needs of others.
Responsibilities:
Manage schedules, organize files, and arrange meetings.
Serve as the initial point of contact by answering phones and greeting visitors.
Maintain accounting principles, practices, and procedures, ensuring compliance and readiness for year-end audits.
Provide comprehensive support for accounting and related offices, including tasks such as gathering, organizing, and entering payable invoices and receipts, and reconciling ledger accounts such as bank, credit, and loan accounts.
Additional Responsibilities may include, but are not limited to:
New Employee Onboarding & Setup
Obtaining Job-Specific Permits/Licenses
Project Setup in Accounting and Project Management Software
Customer Service
Ordering Supplies & Apparel
Coordinating Company Gatherings & Corporate Gifts
Maintenance Record-keeping of Equipment
Fuel Tracking
Track and Maintain Inventory
Developing and maintaining administrative processes
Maintaining an organized file system
Taking clear messages and effectively communicating with customers, clients, and team members
Job Requirements:
Practical experience with Microsoft Office, accounting software, and databases
Ability to quickly learn and adapt to new software and processes
Solid understanding of, or willingness to learn, bookkeeping procedures including crediting and debiting appropriate accounts, posting entries to ledger accounts, and reconciling accounts
Effective written and verbal communication skills
Strong teamwork and collaboration skills, including interaction with upper management
Good organizational and time management skills
Ability to work well under pressure and meet deadlines consistently
Upholds high standards of compliance and confidentiality