Overview
Administrative Assistant Jobs in Port Allen, LA at Quantix SCS LLC
POSITION SUMMARY
This position requires a responsible Administrative Assistant to perform a variety of administrative and clerical tasks. Duties of the Administrative Assistant include providing support to our managers and employees, assisting in daily office needs, and our company’s general administrative activities. Progression will require an employee to demonstrate skills and knowledge of the position they currently hold.
ESSENTIAL FUNCTIONS
Reasonable Accommodations Statement
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable Accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.
Daily Duties
Make coffee in the morning and throughout the day
Answer phones and screen all calls. Pay special attention to the VIP list (ongoing)
Update in/out board
Check the Fax and Scans folder on the server and distribute them appropriately
Process outgoing mail, prepare packages, record postage, check funds, post mail
Drop off FedEx packages on the way home at the FedEx drop box by 6 pm or by scheduling a pick-up
Process incoming mail- get mail from the mailbox (in the morning on the way to the office), open mail (except HR mail), stamp with the current date, and distribute
Project Management/Sr. PM Assistance
Assist PMs/Sr. PMs
Book Flights and Hotels for Field Personnel and Management, including the BOD (major function)
Coordinate project-related activities (as needed)
Secure all Hotel folios to submit to accounting
Pay Hotel Invoices weekly
Be available to assist on weekends and after 5 pm
Process credit card payments for project/overhead-related purchases by field staff and project managers (ongoing)
Ensure P.O.s and Job number is provided before submitting the receipt to accounting
General Office Administration
Purchase and track office and kitchen supplies
Perform inventory check of Kitchen and Office supplies (monthly)
Purchase and set up weekly Friday breakfast
Organize purchased office supplies
Maintain Conference Room Calendar
Update employee contact information as needed
File and maintain state business registrations (annually, and as required)
Track all company professional licenses (as needed)
Update CEI’s minority certifications (annually)
Maintain CEI’s fleet registrations and track renewals (annually)
Assign PIN and add/delete employees for gas card accounts for CEI vehicles (as needed)
Order new Home Depot cards and delete terminated employees from the accounts (ongoing)
Manage T-Mobile and Verizon business accounts (purchase and activation of cell phones for field personnel) (ongoing)
Coordinate office maintenance (pest control, fire permit, AC) as required (ongoing)
Maintain Certificates of Insurance (COIs) for annual audits and distribute COIs to clients as needed
Organize and maintain the overall appearance of the office (ongoing)
Process vehicle toll violation notices (ongoing)
Perform miscellaneous admin tasks
Company Events
Participate in the Events Committee to assist with planning, coordinating, and executing the following internal office events:
Company Anniversary (annually)
Holiday Party (annually)
Christmas Potluck (annually)
Plan Internal Celebrations and decorate (as needed)
Valentines Days
Patrick’s Day
Spring/Summer Season
Halloween
Christmas
POSITION QUALIFICATIONS
Competencies:
Requires strong computer and Internet research skills, flexibility, excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of
internal management and staff, as well as outside clients and vendors. Sensitivity to confidential matters is required.
Education:
An Associate’s degree or higher
Experience:
At least 2 years of proven experience in an office environment
Computer skills:
Minimum computer program skills required – Microsoft Suite- Word, Excel, Outlook, PowerPoint; and, Adobe Acrobat
Certifications/licenses:
A valid Florida Driver’s license
PHYSICAL DEMANDS
Occasional standing and walking
Constant sitting
Occasional lifting and carrying <20lbs
Occasional pushing and pulling <25lbs
OTHER WORK REQUIREMENTS
High frequency of computer keyboarding
High frequency of viewing a computer monitor
WORK ENVIRONMENT
Work is performed primarily in an office setting. The noise level in the work environment is usually quiet in office settings and moderate in other situations.
This job description is subject to change at any time.
Show more
Title: Administrative Assistant
Company: Quantix SCS LLC
Location: Port Allen, LA
