Administrative Assistant

Magrym Consulting, Inc.; Odessa (TX); On-site; USD 29,000 - 42,000; Full time

Benefits offered by this job

401 K

Health Insurance

HSA Employer Contribution

Dental Insurance

Vision Insurance

Short Term/Long Term Disability

Life Insurance

Gym Membership

Job summary

Magrym Consulting, Inc. is seeking an Administrative Assistant to provide entry-level support for day-to-day operations. Reporting to the Office Manager, you will handle routine office duties, assist with special projects, and maintain professional communication with clients and vendors in a collaborative environment.

You will contribute to efficient office operations, manage calendars, and perform bookkeeping in Deltek Ajera while supporting managers and staff with various administrative tasks.

Qualifications

• High school diploma, strongly preferred.
• Associate degree in Business Administration, Mathematics, Science, strongly preferred.
• Experience and education may be substituted for one another.
• Excellent verbal and written communication skills.
• Proficient with Microsoft Office Suite 365, with the ability to learn new or updated software.

Responsibilities

• Answer and transfer phone calls, screening when necessary.
• Welcome and direct visitors and clients.
• Create and maintain filing systems (electronic and physical).
• Draft letters, memos, invoices, reports, and other documents.
• Respond to and resolve administrative inquiries and questions.
• Coordinate and schedule travel, meetings, and appointments for managers and supervisors.
• Schedule and coordinate meetings for staff and other meetings.
• Maintain office supplies and coordinate maintenance of office equipment.
• Proactively manage and prioritize calendar and itineraries.
• Perform bookkeeping in Deltek Ajera data entry.
• Maintain Health and Safety program.
• Prepare communications (agendas, memos, emails, invoices).
• Facilitate project research and provide reports and spreadsheets.

Skills

Communication skills

Organizational skills

Time management

Office administration

Typing 50 wpm

MS Office 365

Confidentiality

Customer service

Education

Associate degree in Business Administration

High school diploma

Tools

Deltek Ajera

Microsoft Office 365

Job description

Job Summary

Reporting to the Office Manager, the Administrative Assistant provides entry-level support and coordinates to support the day-to-day operations of Magrym Consulting, Inc. In this role, the Administrative Assistant assists with all administrative, routine office duties, along with special projects. Additionally, the Administrative Assistant will exhibit exceptional professional and communication skills in a collaborative environment. The Administrative Assistant, with the guidance of the Office Manager, works to meet the needs of the business in an organized and efficient manner.

Essential Duties and Responsibilities

• Answers and transfers phone calls, screening when necessary
• Welcomes and directs visitors and clients
• Creates and maintains filing systems, for both electronic and physical files
• Performs clerical and administrative tasks including drafting letters, memos, invoices, reports, and other documents
• Responds to and resolves administrative inquiries and questions
• Coordinates and schedules travel, meetings, and appointments for managers and supervisors
• Schedules and coordinates meetings for staff and other meetings
• Maintains office supplies and coordinates maintenance of office equipment
• Proactively manages and prioritizes calendar and itineraries
• Manages accounts and performs bookkeeping in Deltek Ajera data entry
• Maintains Health and Safety program
• Prepares communications, such as agendas, memos, emails, invoices, and other correspondence
• Facilitates project research and provides reports and spreadsheets as requested
• Performs additional duties as assigned by management
• Performs other related duties as assigned

Required Skills and Abilities

• Ability to professionally communicate with clients, vendors, employees, and management
• Excellent verbal and written communication skills
• Excellent organizational skills and attention to detail
• Excellent time management skills with a proven ability to meet deadlines
• Has extensive knowledge of office administration, clerical procedures, and recordkeeping system
• Able to type a minimum of 50 words per minute
• Proficient with Microsoft Office Suite 365, with the ability to learn new or updated software
• Ability to learn new or updated software
• Must meet confidentiality expectations as to confidential, proprietary, and sensitive Company information
• Has a high level of customer service delivery

Education and Experience

• High school diploma, strongly preferred
• Associate degree in Business Administration, Mathematics, Science, strongly preferred
• Experience and education may be substituted for one another

Physical Requirements

• Prolonged periods sitting at a desk and working on a computer
• Must be able to lift up to fifteen (15) pounds at times

• 401 K
• Health Insurance
• HSA Employer Contribution
• Dental Insurance
• Vision Insurance
• Short Term/Long Term Disability
• Life Insurance
• Gym Membership