Admin Assistant

We are seeking a motivated and reliable Administrative Assistant to provide exceptional office and administrative support to our team. The ideal candidate will be highly organized, detail-oriented, tech-savvy, and able to communicate effectively with clients, staff, and management. This role requires a proactive approach to managing daily tasks, coordinating schedules, and ensuring smooth office operations. The position requires working in alignment with US time zones.

Key Responsibilities

• Manage incoming and outgoing correspondence, including phone calls, emails, mail, and packages.
  

• Schedule and coordinate appointments, meetings, and tours, ensuring timely follow-up.
  

• Manage and maintain managers’ calendars, including resolving scheduling conflicts and sending reminders.
  

• Maintain and organize digital and virtual filing systems.
  

• Prepare and process documents, reports, and forms accurately.
  

• Assist in screening potential prospects or clients and provide information as needed.
  

• Coordinate with building management, vendors, and service providers to ensure operations run smoothly.
  

• Receive and process payments, maintain accurate records, and handle basic bookkeeping tasks.
  

• Provide front desk reception duties, greeting visitors in a professional manner.
  

• Monitor and order office supplies, ensuring the workspace remains clean and organized.
  

• Handle customer inquiries, complaints, and requests with professionalism and courtesy.
  

• Utilize and update CRM systems to manage client data and track interactions.
  

• Use task/project management platforms to track deadlines, log into company systems, and maintain workflow efficiency.
  

• Support management with administrative tasks, including data entry and report preparation.
  

  
  

Qualifications & Skills

• Proven experience in administrative, front desk, or office support roles.
  

• Strong organizational and multitasking skills with excellent attention to detail.
  

• Excellent verbal and written communication abilities.
  

• Ability to work independently and collaboratively as part of a team.
  

• Strong interpersonal skills and the ability to build rapport with clients and colleagues.
  

• High level of discretion and ability to handle confidential information.
  

• Proficiency with office software, CRM systems, and scheduling/task management platforms (e.g., Google Calendar, Outlook, Trello, Asana, or Monday.com).
  

• Tech-savvy with the ability to quickly adapt to new tools and digital workflows.
  

• Flexibility and availability to work according to US time zones.
  

  
  
  
  

Requirements

• Bachelor’s degree in Business Administration, Office Management, or related field.
  

• Relevant certifications in office administration, customer service, or software proficiency (preferred).