Administrative Assistant

Overview

• Provide administrative support to the Loss Mitigation & Administration department, ensuring efficient operations and compliance with organizational policies.
• Perform records management tasks, including archiving, scanning, and maintaining accurate documentation for organizational needs.
• Assist with mail handling, including sorting, screening, and distributing incoming mail and preparing outgoing correspondence.
• Support office supply management, ensuring adequate stock and fulfilling staff requests promptly.
• Maintain kitchen supplies and perform minor maintenance tasks to ensure a functional workspace.
• Coordinate visitor and temporary employee badges and parking passes, ensuring proper tracking and issuance.
• Prepare conference rooms for meetings and events, ensuring readiness and functionality.
• Collaborate with other departments to provide administrative and clerical support as needed.

Key Responsibilities & Duties

• Follow guidelines for safe record keeping, including scanning, archiving, and maintaining proper order of files.
• Assist in mail processing, including handling return mail and updating member account information.
• Monitor and stock office and kitchen supplies, ensuring availability for staff use.
• Issue and track visitor badges and parking passes, maintaining accurate records.
• Prepare conference rooms for meetings and events, ensuring all necessary arrangements are completed.
• Assist in maintaining confidentiality and security of member and employee information.
• Perform shredding tasks to ensure proper disposal of sensitive documents.
• Support other departments with administrative tasks, including managing business card orders.

Job Requirements

• High school diploma or equivalent required; Associate’s Degree or some college preferred.
• Proficiency in Microsoft Office applications, including Word, Excel, and Outlook.
• Strong verbal and written communication skills for effective interaction with staff and visitors.
• Ability to handle multiple tasks and prioritize effectively in a fast-paced environment.
• Knowledge of record management practices and compliance with relevant laws and policies.
• Physical ability to perform tasks such as lifting up to 25 lbs and climbing stairs in emergencies.
• Capability to maintain confidentiality and discretion in handling sensitive information.
• Completion of compliance training courses as required by organizational policies.