Administrative Assistant-Casa Grande

ADP, Inc.; Casa Grande (AZ); On-site; USD 35,000 - 48,000; Full time

Job summary

Santa Cruz is seeking an Administrative Assistant to facilitate the efficient operation by performing a variety of clerical and administrative tasks and supporting the Office and Facilities Coordinator.

Responsibilities include visitor welcoming, document management, inquiries handling, scheduling meetings, and coordinating events and office operations. Strong communication, organization, and confidentiality are essential.

Qualifications

• Excellent verbal and written communication skills.
• Strong interpersonal skills with a commitment to customer service.
• Proficient in Microsoft Office Suite and business applications.
• Excellent organizational skills with attention to detail.
• Knowledge of clerical and administrative procedures.
• Ability to prioritize tasks and manage multiple responsibilities.
• Strong problem-solving skills with sound judgment.
• Ability to work independently and in a team.
• Ability to maintain confidentiality and handle sensitive information.
• Strong time-management skills and meeting deadlines.

Responsibilities

• Welcome and direct visitors, clients, and vendors professionally.
• Manage document scanning, filing, and records organization.
• Respond to administrative inquiries in a timely manner.
• Coordinate shipping and receiving, labeling, tracking.
• Prepare meeting agendas and provide support for meetings and events.
• Maintain office supply inventory and coordinate facility needs.
• Coordinate fleet maintenance and vehicle services.
• Sort and distribute incoming mail and outgoing correspondence.
• Answer and route phone calls and coordinate communications.
• Assist with planning employee lunches and workplace activities.
• Support office operations and special projects.

Skills

Communication

Interpersonal skills

MS Office

Organizational skills

Clerical procedures

Prioritization

Problem solving

Independence

Confidentiality

Time management

Tools

Microsoft Office Suite

Job description

The Administrative Assistant will facilitate the efficient operation of Santa Cruz by performing a variety of clerical and administrative tasks. This role will directly report to the Office and Facilities Coordinator- Santa Cruz.

Duties and Responsibilities:

• Welcome and direct visitors, clients, and vendors in a professional and courteous manner.
• Manage document scanning, filing, and records organization to ensure accurate document retention.
• Respond to and resolve administrative inquiries in a timely and professional manner.
• Coordinate shipping and receiving activities, including package processing, labeling, and tracking.
• Prepare meeting agendas, coordinate schedules, and provide administrative support for meetings and events.
• Maintain office supply inventory and collaborate with the Office and Facilities Coordinator to ensure proper operation of office equipment and facility needs.
• Coordinate company fleet maintenance, including scheduling oil changes, window tinting, repairs, and other vehicle services.
• Sort and distribute incoming mail and manage outgoing correspondence.
• Answer and route phone calls, respond to emails, and coordinate internal and external communications.
• Assist with planning and coordinating employee lunches, recognition events, birthdays, and other workplace activities.
• Support office operations and special projects while performing additional administrative duties as assigned.

Required Skills/Abilities:

• Excellent verbal and written communication skills.
• Strong interpersonal skills with a commitment to providing exceptional customer service.
• Proficient in Microsoft Office Suite and other business-related software applications.
• Exceptional organizational skills with strong attention to detail and accuracy.
• Knowledge of clerical and administrative procedures, including recordkeeping, document management, and filing systems.
• Ability to effectively prioritize tasks, manage multiple responsibilities, and perform efficiently in a fast-paced environment.
• Strong problem-solving skills with the ability to exercise sound judgment and discretion.
• Ability to work independently with minimal supervision, as well as collaboratively within a team environment.
• Demonstrated ability to maintain confidentiality and handle sensitive information professionally.
• Strong time management skills with the ability to meet deadlines and adapt to changing priorities