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Administrative Assistant

Company Name:
Brooksource
Administrative Assistant
Contract Position (likely to go full time after contract portion)
Work Location: Horsham, PA

Job Overview
Performs a variety of administrative functions.
Schedules appointments, gives information to callers, and takes dictation.
Composes memos, transcribes notes, and researches and creates presentations.
Generates reports, handles multiple projects, and prepares and monitors invoices and expense reports.
May assist with compiling and developing the annual budget.
Requires a high school diploma with 2-4 years of experience in the field or in a related area.
Has knowledge of commonly-used concepts, practices, and procedures within a particular field.
Relies on instructions and pre-established guidelines to perform the functions of the job. Works under immediate supervision.
Typically reports to a supervisor or manager.

Duties include, but are not limited to:
Reception
Handle general administrative duties
Maintains kitchens (supplies, stocking, etc.)
Mailings and overnight packages
Manages/orders office supplies
Arranges catering for meetings
Coordinates onsite meetings and other office functions
Assist with some travel arrangements
Works with IT for office equipment issues/needs
Maintains badges, building security
Building maintenance and property management liaison
Proactive with office issues (trash in the halls, coolers empty, towel / gel dispensers, leaks, etc.)
Organize training given input for what training we want
Handles administrative projects and overflow as needed
Finance Tasks
Create and track invoices for licensing
Maintain the Purchasing Log and keep up to date
Own a company charge card and take over full responsibility of its use for the office.
Take over the complete capital/expense purchasing process except for the quote request.
End of month project tracking reporting
Maintain log of licenses purchased and dates of renewals
Other projects as needed
Other Tasks
Maintain the asset inventory
Manage the annual hardware maintenance contracts
Manage the software licenses, keep the wiki pages for them up to date, respond to user requests for their license keys
Handling everyday shared resource requests and keeping track of who has which resource
Other projects as needed

Qualifications
2+ years of Administrative Support experience
Strong attention to detail
Strong Microsoft Office Skills
Must be dependable, professional and have strong communication skills
Able to use good judgment and have strong decision making ability

Required Skills
Ability to Follow-up
Ability to meet deadlines
Ability to Work Independently
Ability to Work with Others
Communication Skills
Create Spreadsheets
Detail oriented
Grammar, Spelling and Punctuation Skills
Interpersonal Skills
Multi-tasking
Professional Demeanor
Team Player
MS Excel Advanced
MS Office
MS Word Advanced
Desired Skills
Composing Meeting Minutes
Conference Call Coordination
Conference Room Scheduling
Create/Maintain Multiple Agendas
Planning and Organizing Skills
Prepare Reports
Strong Listening Skills

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