Universal Air Conditioning and Heating of New York Corp is seeking a responsible Administrative Assistant to perform a variety of administrative and clerical tasks. Duties of the Administrative Assistant include providing support to our CEO and project manager, assisting in daily office needs and managing our company’s general administrative activities. Ultimately, a successful Admin Assistant should ensure the efficient and smooth day-to-day operation of our office maintaining workflow by analyzing and refining standard operating procedures.
Responsibilities
Greets customers by phone, in person or through electronic media.
Assess customer needs and explain services, processes, procedures and guidelines.
Handle requests/transactions or direct the person or matter to the proper sources.
Processes forms or applications to ensure accuracy and completeness.
Manage account payables and receivables utilizing QuickBooks software.
Organize, schedule and dispatch service appointments.
Write and distribute email, correspondence memos, letters, faxes and forms
Use a personal computer and a variety of office software applications including word, excel, email, and file management for the purpose of data entry and record keeping including contact lists, project status and progress.
Adhere to office policies and procedures
Order office supplies and other needs.
Provide general support to company CEO and perform other related duties as assigned.
Requirements
High school diploma or equivalent or one year business school training or related work experience as an administrative assistant or office assistant.
Knowledge of office management systems and procedures.
Working knowledge of office equipment, like printers and fax machines.
Proficiency in MS Office (MS Word and Excel as minimum).
Excellent time management skills and the ability to prioritize work.
Attention to detail and problem-solving skills.
Excellent written and verbal communication skills.
Strong organizational skills with the ability to multi-task and work under pressure.
Aptitude to learn and utilize new software or other information systems and databases.
Ability to maintain confidentiality of company information.
Desired Qualifications
Experience working in an office role in a construction related field.
Experience working with QuickBooks and managing payables and receivables.
Mechanical aptitude or understanding mechanical drawings or terminology.
Project management experience tracking the progress of a process and maintaining deadlines.
Work Environment and Physical Requirements
Position involves sitting for extended periods of time while working at a computer terminal with minor physical duties such as transporting office supplies and equipment.