Job Description
Join our dynamic team at BAIRD HOTSHOT SERVICES LIMITED, where we pride ourselves on providing exceptional services and solutions to our clients. We are seeking a motivated and organized individual to support our operations through expert administrative management. You will be at the heart of our business, ensuring smooth and efficient office functions and facilitating communication across departments.
Responsibilities:
General Administrative Support:
Perform routine clerical and administrative functions such as drafting correspondence, organizing and maintaining paper and electronic files, and providing information to callers.
Manage office supplies inventory and place orders as necessary to ensure the office runs smoothly.
Coordinate and schedule meetings, appointments, and travel arrangements for the team.
Communication Management:
Serve as the point of contact for internal and external communications, including emails, phone calls, and face-to-face interactions.
Prepare and edit correspondence, reports, memos, and emails.
Document Management:
Develop and maintain a filing system to ensure secure, organized, and easy retrieval of documents.
Assist in the preparation of regularly scheduled reports and presentations.
Data Entry and Management:
Input, update, and maintain data accurately in databases and spreadsheets.
Generate and analyze reports from databases to support business operations.
Customer Service:
Greet and assist visitors, ensuring a welcoming and professional atmosphere.
Handle inquiries from clients and provide accurate and timely information.
Process Improvement:
Identify opportunities to improve administrative processes and implement solutions to increase efficiency and effectiveness.
Qualifications:
High school diploma or equivalent; additional qualifications as an Administrative Assistant or Secretary and basic knowledge of QuickBooks will be a plus.
Proven experience as an administrative assistant or in a similar role.
Proficient in MS Office (Word, Excel, PowerPoint, Outlook) and familiarity with office equipment, such as printers and fax machines.
Excellent written and verbal communication skills.
Strong organizational skills with the ability to multitask and prioritize tasks effectively.
Attention to detail and problem-solving skills.
Ability to work independently and collaboratively in a team environment.
Discretion and confidentiality are essential.
Personal Attributes:
Proactive and self-motivated with a can-do attitude.
Friendly and professional demeanor, with a strong focus on customer service.
Flexibility and adaptability in a fast-paced work environment.
Strong interpersonal skills and the ability to build relationships with colleagues and clients.
At BAIRD HOTSHOT SERVICES LIMITED, we value our employees' contributions and offer a supportive work environment where you can grow and develop your career. If you are ready to take on this challenging and rewarding role, we would love to hear from you!
