Job Description
We are seeking an Office Administrative Assistant to manage the front desk of our office in Sag Harbor. This is a key role for us, as this position is the company’s first point of contact for our clients, partners and vendors. We are looking for an energetic individual who is well-organized, communicates well and practices excellent time management skills. In addition, this individual should have top-notch customer service skills and be a problem solver.
RESPONSIBILITIES:
- Answers and transfers phone calls, screening when necessary
- Welcomes and directs visitors and clients
- Maintains filing systems as assigned
- Retrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data when needed
- Responds to and resolves administrative inquiries and questions
- Coordinates and schedules travel, meetings, and appointments for managers or supervisors
- Prepare agendas and schedules for meetings as needed
- Maintains office supplies and coordinates maintenance of office equipment
- Order supply for yards and field workers, including uniforms, handheld equipment, etc.
- Oversees distribution of the mail
- Oversee the organization and planning of all charitable donations. Create process for requests for donation to be submitted and reviewed
- Oversee Conference registrations; review process registration forms, review all travel arrangements if required, all restaurant reservations if required
- Oversee the organization and maintain the permits and renewal calendar
- Oversee Membership renewals (ex. ASLA, Garden Conservancy, etc.)
- Manage the renewal of all permit registrations/2290/special permits annually
- Manage the renewal of landscaper/contractor permits as needed
- Enter cash receipts
QUALIFICATIONS:
- Excellent verbal and written communication skills
- Excellent interpersonal and customer service skills
- Proficient in Microsoft Office Suite or related software
- Excellent organizational skills and attention to detail
- Basic understanding of clerical procedures and systems such as recordkeeping and filing
- Ability to work independently
- Spanish language proficiency a plus
Job Tags
For contractors, Work at office,