Job Listing: Administrative Assistant

Purpose
Allegis Group Corporate Services currently has an internal opening for an entry level Administrative Assistant, to support the Real Estate, Treasury, Travel and Purchasing Departments.
The Administrative Assistant often makes the first impression on our customer, and therefore is required to maintain a high level of professionalism and personal standard of attitude, behavior and appearance. The Administrative Assistant is responsible for providing the highest level of customer service, to internal and external customers by interacting with clients and customers via phone and in person.

Essential Functions of the Administrative Assistant:

- Maintain and track information (i.e., unused travel tickets, contractor void/refund/exchanges, etc.)
- Prepare meeting presentations, quarterly mailings, folders and binders as needed
- Prepare train tickets for delivery to internal customers
- Prepare Requisition for Funds and obtain appropriate approvals
- Purchase, receive and store the office supplies ensuring that basic supplies are always available
- Code and file documents according to the established procedures
- Review and approval of web orders for office stationary products, printed forms & sales collateral
- Provide administrative support through coordination of schedules, meetings, travel
- Adhoc related “cyclical” projects to support Real Estate, Treasury, Travel & Purchasing
- Respond to phone calls and/or e-mails on status of orders & work as liaison between requestor & supplier
- Update and ensure the accuracy of the departmental databases
- Scan/image daily direct bank reports
- Maintain Bank Account Signatures Log
- Process purchasing card reconciliation(s)
- Coordinate the maintenance of office equipment
- Sort incoming mail, faxes, and courier deliveries for distribution and prepare and send outgoing faxes, mail, and courier parcels
- Routine administrative support to include composing and typing documents, creating spreadsheets, send emails, filing, faxing, etc.
Qualifications:

High School Diploma or equivalent. Minimum one year of administrative experience, to include typing skills of at least 40 wpm. Must be proficient in Microsoft Word, Excel and PowerPoint. Candidate must have excellent verbal/ written communication skills. Ability to multi-task and interact effectively in a team environment. Consistently displays high character and a strong work ethic.

Personal Characteristics
Administrative Assistant should demonstrate competence in some or all of the following:
- Behave Ethically: Understand ethical behavior and business practices and ensure own behavior and the behavior of others are consistent with these standards and align with the values of the organization.
- Build Relationships: Establish and maintain positive working relationships with others both internally and externally to achieve the goals of the organization.
- Communicate Effectively: Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques.
- Focus on Client Needs: Anticipate, understand, and respond to the needs of internal and external clients to meet or exceed their expectations within the organizational parameters.
- Foster Teamwork: Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness.
- Make Decisions: Assess situations to determine the importance, urgency and risks, and make clear decisions which are timely and in the best interests of the organization.
- Organization: Set priorities, develop a work schedule, monitor progress towards goals, and track details/data/information/activities.
- Solve Problems: Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem.

Required Skills for Administrative Assistant Job:

About Allegis Group Corporate:

People. Service. Performance. These values are the foundation of the culture at Allegis Group and our family of companies. Become part of a company that cherishes its people. We offer an excellent salary and benefits package...and a place where you can grow and excel. Allegis Group and its subsidiaries are equal opportunity employers.