Adecco is currently recruiting for a direct hire Administrative Assistant to work in Billings, MT.
The Administrative Assistant manages the company’s lobby area.
This employee greets and directs all visitors, including vendors, clients, job candidates and customers.
Ensures completion of paperwork, sign-in and security procedures.
Performs administrative and office support activities for multiple supervisors.
Duties includes fielding telephone calls, receiving and directing visitors, word processing, filing, and faxing.
Extensive software skills are required, as well as Internet research abilities and strong communication skills.
Coordinates various office support services, including purchasing and facilities management.
Requires strong computer and internet research skills.
Also calls for flexibility, excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management and staff, as well as outside clients and vendors.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES
Receive, greet and courteously respond to inquiries from visitors, notifying the correct manager or employee that the visitor is in the building and maintain office security by having them sign the visitor record and the reason for their visit if appropriate.
Answer all incoming calls, direct them appropriately, and deliver messages as necessary.
Maintain office files and records, data entry, typing memos and correspondences and other clerical work as may be required including but not limited to photocopying, faxing, mailing, and filing.
Assist in managing requests for quotes:
Print e-mailed requests and retrieve faxed requests
Input request in system to be quoted
Distribute manually or electronically request to appropriate managers for review.
Research, price, and purchase office furniture and supplies with President’s approval.
Support staff in assigned project based work.
Coordinate with the maintenance technician for minor building repairs and services such as plumbing, electrical, etc.
Maintain employee in and out board and track manager’s in office and travel schedules.
Arranging travel and accommodation arrangements for the employees and clients as requested by managers.
Assist Marketing Manager with promotional and marketing efforts including newsletters, flyers, mailings, and other projects.
Providing excellent customer service with good satisfaction.
Other duties as assigned.
A minimum of 3 years of administrative assistance experience is required.
High School Diploma or Commensurate Education is required. 2 year Associate Degree is preferred.
Advanced computer skills including MS Word, & Excel, PowerPoint, and Outlook and internet.
Use of an ERP inventory system is desired but not required.
Use of SalesForce is ideal but not required
Experience in advertising and promotions is desired but not required.
SKILLS AND ABILITIES:
Operate office equipment including but not limited to computer, copy machine, fax machine and multi- line telephone.
Communicate effectively, both orally and in writing, with customers, co-workers, and various business contacts in a courteous and professional manner including the use of effective conflict resolution.
Work independently and be a team player within the department and the organization.
Exhibit exceptional organizational skills and be a problem solver.
Work completely and accurately under time constraints and deadlines.
Work in a fast pace environment and prioritize multiple work assignments