Overview
Clerical Assistant Jobs in Pompano Beach, FL at Chirocare Of Florida Holdings Llc
Reports to: Director of Administration
Job Summary: The Office Administrator is responsible for managing the orderly and efficient day-to-day running of the office. Equipped with superior organizing skills, mature people skills, and knowledge of commonly used office and scheduling software, they are experienced in keeping and managing appointment calendars, making travel arrangements, and facilitating or coordinating day-to-day errands. By fostering a culture of continuous improvement and anticipating the requirements of the office and its staff they are prepared to deal with unexpected situations as they arise.
Job Responsibilities:
Manage the orderly and efficient day to day running of the office
Be the primary point of contact for the office to handle inquiries, requests, and issues
Coordinate and organize administrative work, office activities, and operations
Communicate with clients, suppliers, employees and contractors
Carry out all delegated tasks within agreed upon time frames
Assist visiting staff and external stakeholders; including but not limited to travel arrangements and appointment facilitation
Organize and manage the secure storage of paperwork, documents, and computer-based information
Sort, record, and distribute incoming correspondence (e-mails, letters, packages, etc.)
Liaise and coordinate with key business stakeholders and their assistants
Support budgeting and bookkeeping procedures
Manage office supplies to support the office’s requirements, including food and drinks, and placing orders as necessary
Coordinate with and assist team members and management
Schedule appointments
Conduct basic expense management
Facilitate or coordinate office related errands
Promote a high-performance culture and foster an environment of continuous learning and improvement.
Attributes
Critical – Must have these to maintain the organization’s culture and values
Accountability
Integrity
Discernment
Caring
Essential – Must have these to behave at the standard required of this role
Authenticity
Selflessness
Emotional Intelligence
Patience
Collaborative
Discipline (Inner/Outer)
Humility
Adaptability
Conscientiousness
Perseverance
Curiosity
Open Mindedness
Compartmentalization
Self Efficacy
Situational Awareness
Tenacity
Enhancing – Should have these to behave at the standard required or higher for this role
Creativity
Empathy
Innovativeness
Generosity
Learnability
Optimism
Persistence
Compassion
Confidence
Task Switching
Skills
Essential – Must have these to perform the requirements of this role
Organizational Skills: Essential for managing office operations, appointment calendars, travel arrangements, and paperwork efficiently.
Communication Skills: Strong verbal and written communication skills are crucial for handling inquiries, coordinating with various stakeholders, and distributing correspondence.
Time Management: The ability to prioritize tasks and complete them within agreed-upon time frames is important for maintaining office efficiency.
Customer Service: Skill in handling inquiries, requests, and issues, and serving as the primary point of contact for the office.
Scheduling Software Proficiency: Knowledge of commonly used office and scheduling software to manage appointments and coordinate office activities.
Interpersonal Skills: Mature people skills are essential for liaising with clients, suppliers, employees, and contractors, as well as assisting visiting staff and external stakeholders.
Problem Solving: The ability to anticipate and handle unexpected situations as they arise is crucial for ensuring smooth office operations.
Data Management: Skills for secure storage, sorting, and recording of paperwork, documents, and computer-based information.
Expense Management: Proficiency in basic expense management, which may involve budgeting and bookkeeping procedures.
Order Management: Ability to manage office supplies and place orders as necessary to support the office’s requirements.
Errand Coordination: Skill in facilitating or coordinating office-related errands.
High-Performance Culture: The ability to promote a high-performance culture within the office and foster an environment of continuous learning and improvement.
Attention to Detail: A keen eye for detail is essential for tasks like sorting and distributing incoming correspondence, managing paperwork, and conducting expense management.
Problem Solving: The capability to address issues and unexpected situations effectively and proactively.
Teamwork: The capacity to coordinate and collaborate with team members and management to achieve common goals.
Flexibility: The willingness to adapt to changing circumstances and handle a variety of tasks as they arise.
Confidentiality: Discretion and the ability to handle sensitive information in a confidential manner.
Experience
Essential – Must have to perform the requirements of this role
Administrative Support: Experience in providing administrative support, including coordinating with team members and management.
Client and Stakeholder Interaction: Experience in communicating with clients, suppliers, and key business stakeholders, including managing appointments and travel arrangements.
Tech Proficiency: Proficiency in using various office software and tools, including those for scheduling, document management, and communication. Specifically Microsoft Office and Google suite.
5+ years of experience as an Office Administrator or similar role
Working Hours: 40 hours per week for a full-time role, per company norms
Job Type: Full-time
Salary: $60,000.00 per year
Benefits:
401(k)
Dental insurance
Health insurance
Paid time off
Vision insurance
Schedule:
8 hour shift
Monday to Friday
Work Location: In person
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Title: Clerical Assistant
Company: Chirocare Of Florida Holdings Llc
Location: Pompano Beach, FL
