This is an entry level assignment for a Office administrator that performs secretarial support and administrative duties under general supervision for manager's)
Review, prioritize and processes mail. Forwards routine mail to appropriate staff member; may attach relevant files or information. Brings to attention of manager any items needing immediate attention. Prepares items for mailing, shipping and storage.Follows-up on items as needed or assigned. Drafts responses for management approval; composes and sends simple correspondence on occasional basis such as promotional and congratulatory letters, basic instructions or procedures.
Answer telephones, takes messages and/or redirects calls. Greets visitors. Responds to a variety of inquires on work-related topics and processes. May open managers email and respond or forward as appropriate.
Coordinate and schedules department meetings. This may include logistics, travel itineraries for management and other staff, location selection, menus and food services, supplies, audio visual support, room set-up etc.
Compile information from a variety of sources to prepare standard and ad hoc reports and exhibits.
Processes check requests, expense advances and reports and other routine requisitions to pay bills, clear expense, order supplies, support meetings, etc.
Maintain and updates office records such as operational files, work schedules, technical manuals, forms, supply lists, and related internal files
Assist in gathering data and information, computing figures, assembling materials, and preparing exhibits for reports, projects, management meetings and other presentations, Powerpoint presentations, for management meeting, gather information for PGH. May gather information for HOS and load factor as well
Provides back-up services for other support staff. May assist or train other Other administrative staff in the office. Provides guidance to associates on office procedures such as email, phones, supplies, travel, LMS etc.
Send faxes and distribute incoming faxes to the appropriate person; notifies parties of intention to fax and confirms receipt of faxes; sends and receives E-mail.
Monitor, orders and stocks office supplies; maintains office equipment.
0-2 years related experience (supervisory, transportation or similar industry preferred). Bachelor's degree or equivalent experience
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