Administrative Assistant

Job Application

Downloadable Job Description

Location:  Albuquerque, NM

Classification:  Full-Time (Non-Exempt)

 

Job Summary: The Administrative Assistant is responsible for general office support for all departments. Customer service is a priority, and this position typically is the first point of contact for visitors, vendors, and customers. This position requires the ability to keep confidentiality, a professional appearance, and a helpful attitude; the administrative assistant must be able to work with a wide variety of contacts from customers to executives. The position is responsible for providing various levels of support to all departments and staff, including but not limited to: reception and clerical functions; purchasing and picking up office supplies; performing various administrative support functions for project management; assisting with shipping & receiving functions, providing customer support; and maintaining overall office organization and cleanliness.


A successful candidate must be highly organized and detail-oriented. Candidate must be willing to assist other team members, and motivated to assume additional responsibilities.

 

Essential Functions:

  • Maintains the office public areas, such as the front desk, waiting areas, and break areas ensuring cleanliness and organization. Removes trash from kitchen/break areas daily or when needed.

  • Welcomes visitors and guests in a friendly and welcoming manner; determines nature of business and announces visitors to appropriate company representative. Issues visitor and contractor passes when required.

  • Responsible for general office organization, including filing, ordering and picking up office supplies, scanning, copying, faxing. Creates memos, newsletters, internal media, and other office documents and oversee their distribution. Organizes, schedules, and prepares for meetings, maintains the master calendar for meeting rooms.

  • Answers and directs incoming phone calls, providing customer support as needed.

  • Manages office supplies; purchases and picks up supplies as needed.

  • Assists with shipping and receiving functions for the office, including checking and properly logging defects and damaged items. Accepts packages from delivery companies and ensures outgoing packages are promptly picked up by outside mail companies.

  • Monitor visitors and surrounding reception areas for suspicious activities and/or persons. Report any suspicious activities or persons immediately to appropriate parties.

  • Makes travel arrangements for staff. Organizes and submits expense reports for top management. Updates quote log when needed.

  • Maintains company and customer property and inventory including key control log, and company asset tracking.

  • Conducts compliance oversight of projects, maintaining files from project initiation to close. Assists with contract administration for projects, agreements, including change orders and amendments, verifying that company requirements are met and that payments are in accordance with the contract and work performed.

  • Develops and maintains functional procedures, work instructions, and training checklist related to position duties.

  • Complies with federal, state, and company policies, procedures, and regulations.

  • Supports all staff and departments with various levels of administrative, clerical, and project-based work. All other tasks as assigned.

 

Knowledge/Skills/Abilities Required:

  • Requires a high school diploma. Associate’s degree or Administrative professional certificate is preferred.

  • Minimum of five (5) years of experience in front office or administrative support.

  • Prior experience working with government contracts preferred.

  • Strong organizational skills and ability to manage a variety of assignments and deadlines.

  • Demonstrated flexibility in response to change in projects, focus, deadlines, etc.

  • Strong verbal and written communication skills, with the ability to interact effectively and professionally with all levels of staff and leadership within the company, as well as the general public.

  • Demonstrated ability to exercise sound judgement and decision making.

  • Strong skills with Microsoft suite (Excel, PowerPoint, Word).

  • Familiarity with online procurement software applications such as Unanet, QuickBooks is preferred.

  • Knowledgeable in quality management systems such as ISO 9001.

  • Ability to work effectively in a fast-paced, changing environment where a high degree of flexibility is required.

  • Reliable, flexible, detailed, and focused individual self-sufficient in carrying out his/her job responsibilities.

  • Exceptional organizational and communications skills.

Physical Demands:

  • While performing the duties the employee is:

       o constantly required to reach to use computers and other office equipment.
       o constantly required to view objects at close and distant ranges.
       o frequently required to communicate with others.
       o frequently required to sit and stand.

  • This position functions in an office and technical environment and requires fine manipulation and simple grasping in order to utilize the computer and other standard office equipment such as telephone, fax machines, copiers, etc.

  • Required occasional lifting and transporting of items weighing up to 30 lbs.

  • Equipment typically used: computers, printers, copiers, USB devices.

  • Employee frequently works in a professional office environment and constantly with computer equipment and moderate amounts of noise and activity.

 

Note: For the purpose of this summary, occasionally is used to represent up to 1/3 of the time given to the work day, frequently represents 1/3 to 2/3 of the time and constantly represents 2/3 or more of the time.

Other Requirements:

  • Must be a U.S. citizen or have the legal right to work within the United States.

  • Must be able to successfully pass a pre-employment background and drug test.

  • National security clearance requirement: This position may require obtaining a U.S. DoD security clearance. Candidate must have the ability to obtain and maintain security clearance in order to work on projects/programs.

Compensation:

  • Rate of pay will be commensurate with education and experience

Work Environment:

  • Senspex is a small company requiring flexibility for multi-task, cross-departmental functions. We recognize that our most important assets are our employees. We are an equal opportunity employer with offices in Albuquerque, NM; Orlando, FL; and Ft. Irwin, CA.

  • Office environment, Monday-Friday 8AM-5PM.

 

To apply for this position, send your letter of interest, resume, and completed Senspex application to: hr@senspex.com. Please specify position applying for in your submission.

EEO Statement:  Senspex is fully committed to Equal Employment Opportunity and to attracting, retaining, developing, and promoting the most qualified employees without regard to their race, gender, color, religion, sexual orientation, national origin, age, physical or mental disability, citizenship status, veteran status, or any other characteristic prohibited by federal, state, or local law.  We are dedicated to providing a work environment free from discrimination and harassment, and where employees are treated with dignity and respect.

*SENSPEX RESERVES THE RIGHT TO MODIFY, INTERPRET, OR APPLY THIS JOB DESCRIPTION IN ANY WAY THE COMPANY DESIRES. THIS JOB DESCRIPTION IN NO WAY IMPLIES THAT THESE ARE THE ONLY DUTIES, INCLUDING ESSENTIAL DUTIES, TO BE PERFORMED BY THE EMPLOYEE OCCUPYING THIS POSITION. THIS JOB DESCRIPTION IS NOT AN EMPLOYMENT CONTRACT, IMPLIED OR OTHERWISE. THE EMPLOYMENT RELATIONSHIP REMAINS “AT-WILL.”  THE AFOREMENTIONED JOB REQUIREMENTS ARE SUBJECT TO CHANGE TO REASONABLY ACCOMMODATE QUALIFIED DISABLED INDIVIDUALS.*

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