### Job description
POSITION SUMMARY:
The Administrative Assistant (AA) - is an individual that has been selected according to qualifications deemed necessary for the effective fulfillment of the positions responsibilities. This position includes meeting and greeting visitors and guests, attending to the phones and distributing calls to the appropriate individual, receiving and sorting mail both incoming and outgoi[ng, managing the office supply inventory to ensure that the location has the necessary supplies to perform the daily operational tasks, prepare invoicing to be turned in within the given timeframe, assist in human resources related areas including but not limited to payroll, hiring, etc. In addition to these tasks this individual must also be willing to assist with other miscellaneous tasks around the office and facility.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Greets and welcomes in guests, visitors, job applicants to the facility
o Meet each visitor with a courteous greeting and request his or her business
o Make sure visitors are comfortable while they wait
? Offer coffee, water, etc.
o Make sure all visitors sign in.
? Orientation video will be viewed by all guests and will be valid for 1 calendar year.
o Direct visitor to the appropriate person within the facility
o Maintenance of office appearance
Answering the phone
o Professional and positive attitude when answering all incoming calls
o Route calls to appropriate personnel
o Makes note of any messages clearly and detailed
? (Name, Phone number, Company, Business)
o Answers general questions about the office for callers
Mail
o Coordinate pickup and delivery of carrier/express mail services
o Ensure appropriate documents reach Corporate office in a timely manner
? POs
? Receipts
? Invoices
? Etc.
o Relay mail to appropriate individuals in a timely manner
Office Supply Inventory Management
o Order Office Supplies utilizing the most economical and reliable source available
o Ensure that office supplies are well maintained, and appropriate levels of inventory are kept.
Invoicing and billing
o Invoicing
? Ensure proper requirements are made per customer before submitting invoices for payment.
Stamps, POs, AFEs, etc
? Transmit information or documents to customers, email, mail or fax
? Handle all sensitive and confidential information with the utmost professionalism
? Ensure all invoices are filed electronically on GVT server under appropriate and relevant Client folders.
? Assist with questions from Corporate
o Human Resources
? Aid in new hire process
Complete required documentation for screening and physicals and schedule
Answer questions from new hires as well as walk them through the application and benefits package
Ensure completion and accuracy of all on boarding required documentation
Submit finalized documentation to Director of Human Resources for final review
Set up new hire training
o General
? Will serve as a back up to the Office Manager to assist with Scheduling, Sales Orders, Work Orders and anywhere else needed.
OTHER DUTIES AND RESPONSIBILITIES:
Participates in Safety and Quality programs
Performs other duties as assigned by Manager.
Always exemplifies Leadership and professionalism.
QUALIFICATION REQUIREMENTS:
Basic understanding of Microsoft programs
A working knowledge of computer skills
Proficient in Global Vessel and Tank software programs
Job Type: Full-time
Pay: $12.00 - $17.00 per hour
Benefits:
Dental insurance
Health insurance
Life insurance
Paid time off
Retirement plan
Vision insurance
Schedule:
8 hour shift
Day shift
Monday to Friday
Weekends as needed
Work Location: In person
]{aria-live="polite"}
POSITION SUMMARY:
The Administrative Assistant (AA) - is an individual that has been selected according to qualifications deemed necessary for the effective fulfillment of the positions responsibilities. This position includes meeting and greeting visitors and guests, attending to the phones and distributing calls to the appropriate individual, receiving and sorting mail both incoming and outgoi[ng, managing the office supply inventory to ensure that the location has the necessary supplies to perform the daily operational tasks, prepare invoicing to be turned in within the given timeframe, assist in human resources related areas including but not limited to payroll, hiring, etc. In addition to these tasks this individual must also be willing to assist with other miscellaneous tasks around the office and facility.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Greets and welcomes in guests, visitors, job applicants to the facility
o Meet each visitor with a courteous greeting and request his or her business
o Make sure visitors are comfortable while they wait
? Offer coffee, water, etc.
o Make sure all visitors sign in.
? Orientation video will be viewed by all guests and will be valid for 1 calendar year.
o Direct visitor to the appropriate person within the facility
o Maintenance of office appearance
Answering the phone
o Professional and positive attitude when answering all incoming calls
o Route calls to appropriate personnel
o Makes note of any messages clearly and detailed
? (Name, Phone number, Company, Business)
o Answers general questions about the office for callers
o Coordinate pickup and delivery of carrier/express mail services
o Ensure appropriate documents reach Corporate office in a timely manner
? POs
? Receipts
? Invoices
? Etc.
o Relay mail to appropriate individuals in a timely manner
Office Supply Inventory Management
o Order Office Supplies utilizing the most economical and reliable source available
o Ensure that office supplies are well maintained, and appropriate levels of inventory are kept.
Invoicing and billing
o Invoicing
? Ensure proper requirements are made per customer before submitting invoices for payment.
Stamps, POs, AFEs, etc
? Transmit information or documents to customers, email, mail or fax
? Handle all sensitive and confidential information with the utmost professionalism
? Ensure all invoices are filed electronically on GVT server under appropriate and relevant Client folders.
? Assist with questions from Corporate
o Human Resources
? Aid in new hire process
Complete required documentation for screening and physicals and schedule
Answer questions from new hires as well as walk them through the application and benefits package
Ensure completion and accuracy of all on boarding required documentation
Submit finalized documentation to Director of Human Resources for final review
Set up new hire training
o General
? Will serve as a back up to the Office Manager to assist with Scheduling, Sales Orders, Work Orders and anywhere else needed.
OTHER DUTIES AND RESPONSIBILITIES:
Participates in Safety and Quality programs
Performs other duties as assigned by Manager.
Always exemplifies Leadership and professionalism.
QUALIFICATION REQUIREMENTS:
Basic understanding of Microsoft programs
A working knowledge of computer skills
Proficient in Global Vessel and Tank software programs
Job Type: Full-time
Pay: $12.00 - $17.00 per hour
Benefits:
Dental insurance
Health insurance
Life insurance
Paid time off
Retirement plan
Vision insurance
Schedule:
8 hour shift
Day shift
Monday to Friday
Weekends as needed
Work Location: In person
]{aria-live="polite"}
Job ID: 480437554
Originally Posted on: 6/8/2025
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