Department: Marketing
Reports to: HR Manager
The Administrative Assistant at dB Control is responsible performing general office duties and for managing the company’s lobby. This person will answer incoming calls, greet and direct all visitors, including vendors, clients, job candidates, and customers. They will ensure proper facility security procedures are being followed while maintaining a pleasant demeanor. They will also be responsible for coordinating travel and trade show events, ordering supplies, updating technical and other misc. documents/material, making travel arrangements, drafting expense reports, and working with suppliers and third-party PR firms. The Administrative Assistant will be the main point of contact for all general administrative duties and back-office support. They must be ready to work from 8:00am to 5:00pm, Monday through Friday. Being the first person, one encounters when contacting the company, they must maintain a neat and professional appearance and carry themselves as the face and voice of dB Control.
Duties and Responsibilities
- Greet visitors
- Ensure the proper completion of sign-in paperwork by visitors
- Reserve and setup conference rooms
- Keep reception area clean
- Sort and distribute incoming and outgoing mail
- Assist with special projects, as well as overflow work from other departments
- Purchase office supplies, lunchroom supplies, marketing material, and misc. items
- Stocking and maintaining supplies
- Update and distribute misc. forms and lists
- Assist document control, engineering, and other departments
- Tradeshow coordination
- Receipt tracking
- Customer database management
- Marketing lead follow-up
- Learn ERP and CRP system and customer quote generation
- Travel arrangements
- Expense reports
- Manage the lobby
- General administrative functions
- Perform other duties as assigned
- Some travel may be required
Required Experience
- A minimum of 4 years’ related experience
- Experience using standard office machines including a desktop computer, copy machine, fax machine, etc.
- Proficient in Microsoft Word, Excel, Outlook, PowerPoint
Qualifications
- Must be a High School graduate or the equivalent
- Must have the ability to communicate clearly, both verbally and in written form
- Must be able to listen to and follow instructions through task completion
- Must be organized, able to manage multiple projects simultaneously, and meet deadlines
- AA/AS degree a plus but not required; equivalent experience or combination of schooling and experience preferred
