Main Responsibilities and Required Skills for Administration Assistant
An Administration Assistant is a professional who performs administrative and clerical duties. They respond to phone and prepare, manage outgoing mail and schedule and manage general meetings. In this blog post we describe the primary responsibilities and the most in-demand hard and soft skills for Administration Assistants.
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Main Responsibilities of Administration Assistant
The following list describes the typical responsibilities of an Administration Assistant:
Achieve
Achieve personal and organisational success within a changing, dynamic and complex environment.
Analyze
Analyze budget reports and spreadsheets.
Answer
Answer and direct phone calls in a timely manner.
Answer incoming customer inquiries.
Answer phone and route calls.
Answer phone calls and transfer phone calls.
Answer phone calls, schedules meetings and supports visitors.
Answer telephone and electronic enquiries and relay telephone calls and messages.
Arrange
Arrange and attend executive team meetings.
Assist with / Assist in
Assist Accounts and Operations Departments as required.
Assist Admin manager in budgeting, data analyzing and planning.
Assist and support HR with any administrative support as needed.
Assist in maintaining a safe and secure environment for visitors and staff members.
Assist in management of the school Amazon account.
Assist in the production of daily work volume statistics.
Assist in the various marketing activities.
Assist operations on each job, including preparing building notices.
Assist operations with projects including booking equipment moves and travel for field workers.
Assist sales with quotations and sale tracking.
Assist teams with travel, hotel, expense reports and tools and materials for presentations.
Assist the CFO in producing year end accounts.
Assist the Growth Hub with project claims and reporting on a monthly and quarterly basis.
Assist with company events as directed by Senior HR Manager, including in person Author Day Lunches.
Assist with costumes and props, assist in planning our year-end recital).
Assist with creating improved Accounts Payable processes.
Assist with facilities space planning or office set-up.
Assist with marketing related admin (to assist partners), basic event management.
Assist with royalty check mailings.
Audit
Audit credit card transaction discrepancies taken in Excel.
Build
Build strong, professional links with parents and students to ensure open communication.
Build sustainable relationships with customers through open and interactive communication.
Complete
Complete tasks thoroughly, accurately & efficiently.
Conclude
Conclude negotiation and submission for leasing matters.
Cooperate
Cooperate with colleagues to provide exceptional customer service.
Coordinate
Coordinate booking tours with Admissions office.
Coordinate documentation between the office, partners and field employees.
Coordinate social events and collaboration of social media posts.
Coordinate the Business Office Activity.
Coordinate the pick-up and delivery of express mail services (FedEx, UPS, etc.).
Count
Count, prepare, and pack test materials to be sent to test venues.
Create
Create, maintain and manage the school reporting cycles with attention to detail.
Create organisational value for diverse stakeholders and achieves commercial success.
Create vendors files, ensuring clear labelling, and proper filing.
Deliver
Deliver excellent customer service.
Distribute
Distribute and mail cheques to external parties.
Distribute, check, charge, clean, and inventory test equipment.
Draft
Draft correspondences and other formal documents.
Drive
Drive excellence through valuing and developing others.
Ensure
Ensure all outgoing mail is issued within defined regulatory timelines.
Ensure all returned invoices meet the criteria i.e. coding, approvals, processes.
Ensure all student, staff and school records are accurate and updated regularly.
Ensure approvals are recorded accurately in software.
Ensure back office is clean and tidy.
Ensure deadlines are met and work is completed in a timely manner.
Ensure front reception area and waiting area are neat and organized.
Ensure record keeping as per company policy and compliance requirements.
Ensure that Lease Admin are identifying and dealing with all reconciliations in a timely fashion.
Ensure timely payment of purchase invoices.
Escalate
Escalate issues to the Contract Supervisor, as required.
Fill
Fill practitioners schedule.
Follow
Follow best practice in timing this communication.
Generate
Generate candidate numbers.
Generate letters for Physicians.
Greet
Greet visitors, ascertain nature of business and direct visitors to employer or appropriate person.
Greet visitors to office as needed.
Help
Help prepare monthly financial processing for accountant.
Involve
Involve appropriate associates from other departments or divisions to resolve issues.
Keep
Keep a safe and clean reception area by complying with procedures, rules, and regulations.
Keep those ambitions in sight and imagine where JLL can take you....
Liaise
Liaise between academic and administrative teams to facilitate school operational activities.
Maintain
Maintain and analyze sales.
Maintain AP and AR ledgers within Xero accounting package.
Maintain company calendars.
Maintain daily facility cleaning duties and responsibilities.
Maintain filing systems and general filing, archiving.
Maintain good working order and overall appearance of common areas of use throughout the office.
Maintain office equipment.
Maintain Office Equipment.
Maintain respect for other staff at all times.
Maintain security by following school policies and procedures.
Maintain sufficient inventory of office supplies.
Make
Make recommendations as required to develop refund processes.
Manage
Manage accounts payable for leasing activities.
Manage and maintain database of all maturing mortgages.
Manage internal workflow and client deadlines.
Manage large amounts of incoming calls.
Manage our company's general administrative activities.
Manage the timely and effective management and communication of all procurement.
Meet
Meet and greet all visitors.
Monitor
Monitor self-funded benefit plans - Medical and Dental.
Offer
Offer support and solutions to customers in accordance with the company's customer service policies.
Operate
Operate postage machine and other mailroom equipment as required.
Organize
Organize and undertake activities required in allocation of temporary desks.
Organize and schedule appointments / waitlists.
Oversee
Oversee IT contractor, track trouble calls to IT contractor, etc..
Oversee Medical Services Branch (MSB) billing, coding and collections.
Perform
Perform administrative and clerical duties as required.
Perform all other office tasks.
Perform general HR administration duties (including payroll and benefits administration).
Perform other clerical receptionist duties such as filing, photocopying etc..
Perform other duties as requested by the supervisor.
Perform other projects and duties as required.
Perform other related duties as required.
Pick
Pick, pack and ship outgoing customer orders and repairs.
Plan
Plan meetings between therapists and clinical directors.
Post
Post financial information to journals and ledgers.
Prepare
Prepare and manage outgoing mail, or courier packages.
Prepare and send domestic and international mailings as needed.
Prepare and update information and emergency contact sheets for all buildings.
Prepare monthly reconciliation of COBRA participants.
Prepare monthly reconciliation of payroll Benefits Withholding accounts.
Prepare pouches for tests.
Prepare speaking test binders.
Prepare, upload, and trigger EORs.
Print orders and print shipping labels.
Process
Process company's payroll.
Promote
Promote ergonomically correct work areas, with support from the Senior HR Manager.
Provide
Provide Accounting with monthly Premium Distribution Reports for COBRA premium payments.
Provide administration support for our Growth Hub including our Peer Networks programmes.
Provide administrative support to ensure efficient operation of office.
Provide administrative support to the Principal & SLT as required.
Provide basic and accurate information in-person and via phone / email as required.
Provide excellent customer service.
Provide monthly accurate and timely audit reports.
Provide office administrative support for a middle to upper-level management position.
Provide support by updating files, preparing letters and memos, preparing PowerPoint presentations.
Provide support for ad-hoc issues in the office, when required.
Pull
Pull, scan, upload, and re-file investigations materials.
Purchase
Purchase invoice authorisation.
Purchase office supplies and stationery.
Purchase postage and shipping supplies.
Receive
Receive, open, and distribute mail.
Receive, sort and distribute incoming mail / courier deliveries.
Record
Record detailed and accurate messages and email to the relevant people.
Redirect
Redirect calls as needed, take clear and concise messages when required.
Refer
Refer and / or redirect calls, emails, or visitors as applicable.
Respond to
Respond to customer feedback.
Respond to phone and emails inquiries from clients, brokers, lawyers.
Retention
Retention schedules and legal holds.
Review
Review and / or preparation of waterfall and capital account allocations.
Review and submit benefit invoices for payment to the Director of Human Resources.
Schedule
Schedule and manage general meetings as requested.
Send
Send reminders regarding upcoming appointments.
Set up
Set up and maintain manual and computerized information filing systems.
Set up new product records in Acumen.
Share
Share with relevant class teachers.
Sort
Sort and keep an inventory of test bins / boxes / suitcases.
Supervise
Supervise and train supermarket staff in procedures and in use of current software.
Support
Support / participates in the organization's Continuous Improvement Program.
Support Stationary purchasing requirements for the DP administrative team.
Support the team through attendance at school recruitment events.
Support the scheduling of appointments with key staff in the school.
Support the wider activities of the Team as required from time to time.
Take
Take responsibility for regular communication via letter, email or another electronic format.
Train
Train and work with volunteers on key administrative processes throughout the year.
Troubleshoot
Troubleshoot copiers, phones, and other machines, place service calls when necessary.
Understand
Understand how to navigate through limited partnership agreement.
Update
Update contact information in Acumen and FileMaker databases.
Use
Use a variety of sources to prepare statements and reports.
Verify
Verify employment data and salary as provided to a creditor by the employee.
Work with
Work closely with Facilities, Reception and Health & Safety on site projects and activities.
Work collaboratively with others to achieve organisational outcomes.
Work safely to reduce the risk of injury to self, other staff members and visitors.
Write
Write and distribute email, correspondence memos, letters, faxes and forms.
Most In-demand Hard Skills
The following list describes the most required technical skills of an Administration Assistant:
Microsoft Office
MS Outlook
Most In-demand Soft Skills
The following list describes the most required soft skills of an Administration Assistant:
Written and oral communication skills
Attention to detail
Organizational capacity
Interpersonal skills
Problem-solving attitude
Time-management
Self-motivated
Accurate
Multi-task
Work independently with little direction
Detail-oriented
Flexible
Sense of urgency
Organized
Positive attitude
Team player
Planning
Work under pressure
Adaptable to changes
Energetic
Enthusiastic
Friendly
Initiative
Priority management
