Administrative Assistant

Mediaforce is seeking an Administrative Assistant with a focus on client communications to help ensure we meet our customers needs as well as run a smooth and efficient office. The right candidate will be comfortable working with our existing team or individually to accomplish this task. They will also have a strong proficiency in written and spoken English.

Primary Duties and Responsibilities

Reception

  • Answer general phone inquiries using a professional and courteous manner
  • Direct phone inquires to the appropriate staff member
  • Reply to general information requests with the accurate information
  • Greet clients / visitors to the organization in a professional and friendly manner

Office administration

  • Use computer word processing, spreadsheet, and database software to prepare reports, memos, and documents
  • Sort incoming mail, faxes, and courier deliveries for distribution
  • Prepare and send outgoing faxes, mail, and courier parcels
  • Forward voice mail from the general mailbox to the appropriate staff member
  • Purchase, receive and store the office supplies ensuring that basic supplies are always available
  • Code and file material according to the established procedures
  • Update and ensure the accuracy of the organization’s databases
  • Back-up electronic files using proper procedures
  • Provide secretarial and administrative support to management and other staff
  • Make travel, meeting and other arrangements for staff

Client Communications

  • Perform weekly/monthly telephone check-ins with clients to ensure they are satisfied / gather any requests or concerns
  • Create and send reports to clients for discussion