Administrative Assistant III from System One

Position: Administrative Assistant III
Status: Full-time/Non-Exempt
Schedule: 8:30 AM - 5:30 PM (1-hour Lunch Break; Expectation to back up team as needed)
Hybrid: 1 WFH Day After 3-Month Introductory Period
Hourly Rate: $28/hr. - $32/hr. (Salary Range: $58,000 - $66,000)

Position Summary:
We are looking for a detail-oriented, proactive Administrative Assistant III to provide administrative and operational support across multiple departments. This role will involve managing office functions, including records management, coordinating meetings and events, and ensuring smooth day-to-day operations. The ideal candidate will be organized, efficient, and able to prioritize multiple tasks in a fast-paced environment, while also collaborating with both internal teams and external clients. The position will provide exposure to various engineering departments and management levels within the company.

Responsibilities:

• Oversee the day-to-day administrative operations, including managing records, documentation flow, and supporting cross-functional departments as needed.
• Provide backup support to team members and ensure the smooth execution of office functions and responsibilities.
• Assist in coordinating special projects and company events, handling logistics, scheduling, and resource management.
• Manage reception duties, including answering calls, handling client inquiries, and ensuring high standards of client service.
• Coordinate meeting room reservations, meeting setups, and technology checks to ensure proper functionality.
• Liaise with vendors for office facility maintenance, ensuring compliance with safety standards and managing any facilities-related issues.
• Maintain accurate data entry and record-keeping processes for client and vendor contracts, ensuring compliance and up-to-date documentation.
• Collaborate with various departments to support project management, internal communications, and administrative needs.
• Prioritize tasks to meet deadlines, adapt to changing priorities, and assist where necessary to ensure smooth operations.

Qualifications:

• Highly organized with a strong attention to detail and the ability to manage time effectively and prioritize tasks.
• Strong communication skills, both written and verbal, with the ability to collaborate with colleagues and clients across various levels.
• A bachelor’s degree in business or a related field is preferred, with at least three years of experience in an administrative role.
• Proficiency in Microsoft Office Suite, Outlook, and PDF programs, with the ability to quickly learn new software and systems.
• Basic math skills for calculations such as percentages, discounts, and figures related to contracts and agreements.