Administrative Assistant

Mediaforce is seeking an Administrative Assistant with a focus on client communications to help ensure we meet our customers needs as well as run a smooth and efficient office. The right candidate will be comfortable working with our existing team or individually to accomplish this task. They will also have a strong proficiency in written and spoken English.

Primary Duties and Responsibilities

Reception

• Answer general phone inquiries using a professional and courteous manner
• Direct phone inquires to the appropriate staff member
• Reply to general information requests with the accurate information
• Greet clients / visitors to the organization in a professional and friendly manner

Office administration

• Use computer word processing, spreadsheet, and database software to prepare reports, memos, and documents
• Sort incoming mail, faxes, and courier deliveries for distribution
• Prepare and send outgoing faxes, mail, and courier parcels
• Forward voice mail from the general mailbox to the appropriate staff member
• Purchase, receive and store the office supplies ensuring that basic supplies are always available
• Code and file material according to the established procedures
• Update and ensure the accuracy of the organization’s databases
• Back-up electronic files using proper procedures
• Provide secretarial and administrative support to management and other staff
• Make travel, meeting and other arrangements for staff

Client Communications

• Perform weekly/monthly telephone check-ins with clients to ensure they are satisfied / gather any requests or concerns
• Create and send reports to clients for discussion