Mountain Sky, Inc. is looking for a responsible Administrative Assistant to manage our front desk and perform a variety of administrative and clerical tasks.
As Administrative Assistant, you will be the first point of contact for the company. You will welcome guests who visit the office, coordinate front-desk activities, and offer administrative support across the organization. The ideal candidate should have excellent oral and written communication skills and be able to organize their work independently. You should also be able to deal with emergencies in a timely and effective manner, while streamlining office operations. Multitasking and self-management are essential for this position.
RESPONSIBILITIES:
Provide administrative support to the organization’s staff.
Manage incoming calls, emails, and on-site visitors in a professional and clear manner. This includes but is not limited to:directing calls, emails, and visitors to the appropriate team member, monitoring the organization’s general email account and voicemail system, tracking messages, and ensuring appropriate follow-up.
Assist with employee uniform distribution and re-ordering.
Handle office supply inventory and ordering. Responsible for stocking supplies, managing office equipment, coordinating service and maintenance as necessary.
Assist in the printing and assembling of blueprints.
Complete faxing, copying, and filing duties in a timely and accurate manner.
Maintain records of pertinent documents, i.e., past, current, and pending jobs, employee forms (safety meetings, vehicle checklists, contact sheets, etc.), client contracts, credit card activity, insurance information, maintenance and irrigation history, and anything staff may need to access.
Draft reports, letters, mass emails, contracts, and other materials under supervision; proofread documents to ensure accuracy and professionalism in all communications.
Act as internal Notary Public for the business (training/licensing provided).
Maintain and update customer files as needed.
Maintain and update the SDS binder.
Assist in preparing and maintaining up-to-date new hire documents.
Assist in the drafting and distribution of client contracts and commercial bids.
Assist in coordinating company-wide employee and customer appreciation efforts.
Assist in the distribution of bi-weekly paychecks and vendor payments.
Assist in intercompany communication (IT, project info, etc.), file and maintain relevant documents.
Water and otherwise tend to all main office plants.
Conduct all activities with the highest standards of professionalism and confidentiality.
Comply with the applicable laws, regulations, policies, and procedures.
Other duties as assigned.
REQUIREMENTS:
High School diploma or GED
3+ years administrative support and customer service experience
Willingness to participate in a drug-free work environment
Bilingual – English and Spanish (preferred but not required)
Ability to sit and move for extended periods of time
Ability to perform repetitive motions (bending, squatting, reaching, etc.)
Demonstrates excellent written and verbal communication skills, including the ability to successfully communicate with the public, fellow employees, and vendors
Demonstrates excellent typing skills and a high level of proficiency with general office PC applications (i.e. Microsoft Office suite)
Demonstrates excellent organizational skills and attention to detail
Excellent time management skills and the ability to multitask
Familiarity and working knowledge of general office machines (i.e. phone, fax, copier, printers, etc.)
If you are a motivated individual looking to contribute to a dynamic team while developing your administrative skills, we encourage you to apply for this exciting opportunity. Please submit a resume and cover letter detailing your applicable experience.