Summary: The Administrative Assistant is responsible for providing comprehensive administrative support to the General Manager and department heads. Duties include answering calls, preparing documents, coordinating supplies, maintaining records, and overseeing office operations. The role also involves creating newsletters, managing bids, and ensuring efficient communication channels within the organization.

Essential Duties and Responsibilities include the following: Administrative Support:

• Answer and direct telephone calls, take messages, and address routine inquiries promptly and professionally.
• Support the General Manager through a variety of tasks related to organization and communication.
• Provide comprehensive administrative support to ensure the efficient operation of the office, collaborating with all departments and resolving issues as necessary.
• Update and issue the UES monthly newsletter and support the General Manager with other communication and presentation initiatives.

Procurement and Documentation:

• Complete credit applications, prepare purchase orders, and handle uniform orders to facilitate smooth procurement processes.
• Maintain accurate records of employee licenses, including those for Certified Elevator Technician program, QEI program, and various State licenses.

Business Operations Support:

• Gather information for and complete bids, contributing to the company's business development efforts.
• Prepare collections reports and initiate contact with clients regarding past due accounts to ensure timely payment and financial stability.
• Coordinate maintenance and repairs of office equipment, liaising with vendors and technicians to promptly address any issues and minimize disruptions to daily operations.

Employee Assistance and Compliance:

• Assist employees with United Elevator Services benefits and standard operation and employment procedures, fostering a supportive work environment.

General Support:

• Provide ongoing support to the General Manager and other team members as needed, demonstrating flexibility and adaptability to changing priorities and demands.
• Ensure the front office area is organized and presentable, managing incoming and outgoing mail, maintaining office supplies inventory, and overseeing the neatness and functionality of the workspace.
• Fulfill any other duties as assigned to contribute to the overall success of United Elevator Services.

Supervisory Responsibility: This job has no direct supervisory responsibilities.

Qualifications: To perform this job successfully, an individual must be able to carry out each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Education/Experience: High school diploma or equivalent. Minimum two (2) years of relevant work experience as an administrative assistance or a customer service representative.