Administrative Assistant

at  Clearwater Solutions Llc

CWS is an equal opportunity employer and affords equal opportunity to all applicants and employees for all positions without regard to race, color, religion, gender, national origin, age, disability, veteran status or any other status protected under local, state or federal laws.

POSITION OVERVIEW:

The Administrative Assistant will be responsible for providing essential administrative support to various departments, dispatching work orders/ service calls, and assisting in the smooth operation of our organization. This role will play a crucial role in managing office tasks, organizing documents, handling communication, and ensuring efficient day-to-day operations. The ideal candidate will be detail-oriented, possess excellent communication skills, and be adept at multitasking in a fast-paced environment.

• Office Management: Maintain a well-organized and efficient office environment by managing daily administrative tasks, such as answering phone calls, responding to emails, and directing inquiries to the appropriate personnel.
• Dispatching service calls & work orders
• Calendar and Schedule Coordination: Assist in scheduling appointments, meetings, and conference calls for team members and executives. Update and manage calendars to ensure accuracy and avoid scheduling conflicts.
• Document Handling: Create, edit, and proofread documents, letters, and reports as needed. Organize and maintain physical and electronic files, ensuring proper labeling and easy retrieval.
• Meeting Support: Prepare meeting materials, agendas, and presentations. Coordinate meeting logistics, including room reservations, audio-visual setups, and catering arrangements. Take meeting minutes and follow up on action items.
• Data Entry and Reporting: Input data accurately into spreadsheets, databases, or other systems. Generate reports and conduct basic data analysis as required.
• Reception and Visitor Management: Greet visitors and clients in a friendly and professional manner. Manage the reception area and direct visitors to the appropriate personnel or department.
• Office Supplies and Inventory: Monitor and maintain office supplies, place orders when necessary, and keep track of inventory levels.
• Correspondence Management: Manage incoming and outgoing mail, distribute incoming mail to the appropriate recipients, and prepare outgoing mail for delivery or shipment.
• Task Prioritization: Organize and prioritize tasks, handle multiple assignments simultaneously, and proactively address any challenges that may arise.
• Confidentiality and Security: Handle sensitive information with utmost confidentiality and ensure data security in compliance with company policies.
• High school diploma or equivalent. Associate or bachelor’s degree is a plus but not required.
• Proven work experience as an Administrative Assistant, Dispatcher, or in a similar role is beneficial.
• Proficiency in MS Office applications (Word, Excel, PowerPoint, Outlook) and other relevant office software.
• Excellent communication skills, both verbal and written, with the ability to interact professionally with team members and external stakeholders.
• Strong organizational skills and attention to detail, with a focus on accuracy and record-keeping.
• Ability to multitask, prioritize responsibilities, and meet deadlines in a fast-paced environment.
• Positive attitude, proactive approach, and the ability to work independently and collaboratively as part of a team.
• Familiarity with office equipment, such as printers, copiers, and phone systems.
• Knowledge of administrative procedures and best practices.