Administrative Assistant/Customer Service Associate

Concierge Group

Administrative Assistant

At Concierge Group, exceptional customer service is at the heart of our success. As an
Administrative Assistant, you will be expected to perform a variety of administrative and
clerical tasks. Duties of the Administrative Assistant include providing support to our
managers and employees, assisting in daily office needs and managing our company’s
general day-to-day administrative activities. Ultimately, a successful Administrative
Assistant should ensure the efficient and smooth day-to-day operation of our office.
We are currently seeking an ambitious, self-motivated candidate who has excellent oral
and written communication skills and is able to organize their work using tools, like MS
Excel, Word and other various office software.
Here at Concierge Group, we truly put our people first. We strongly believe in teamwork,
and we encourage and trust our people to reach higher, learn more, and live up to their
potential. This is an opportunity to join an established team; immediately benefiting from
the wealth of collective experience from our team while being supported by a strong and
savvy management team.

Essential Duties and Responsibilities: (other duties may be assigned)

  • Use computers for various applications, such as database management or word processing.

  • Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.

  • Create, maintain, and enter information into databases and other portals.

  • Support Accounts Receivable department by reviewing invoices, processing payments and communicating with customers.

  • Set up and manage paper or electronic filing systems, recording information, updating paperwork, or maintaining documents, such as attendance records, correspondence, or other material.

  • Operate office equipment, such as fax machines, copiers, or phone systems and arrange for repairs when equipment malfunctions.

  • Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs.

  • Maintain scheduling and event calendars.

  • Complete forms in accordance with company procedures.

  • Schedule and confirm appointments for clients, customers, or supervisors.

  • Make copies of correspondence or other printed material.

  • Operate electronic mail systems and coordinate the flow of information, internally or with other organizations.

  • Compose, type, and distribute meeting notes, routine correspondence, or reports, such as presentations or expense, statistical, or monthly reports.

  • Review work done by others to check for correct spelling and grammar, ensure that company format policies are followed, and recommend revisions.

  • Conduct searches to find needed information, using such sources as the Internet.

  • Order and dispense supplies.

  • Learn to operate new office technologies as they are developed and implemented.

  • Coordinate conferences, meetings, or special events, such as luncheons or graduation ceremonies.

  • Arrange conference, meeting, or travel reservations for office personnel.

Required Qualification/Skills:

  • Knowledge of office management systems and procedures

  • Working knowledge of office equipment, like printers and fax machines

  • Must be able to manage in an organized, proactive and independent manner to meet all required deadlines and commitments

  • Strong communication skills.

  • Excellent customer service skills

  • Proficiency with Microsoft Office applications: Word, and Excel.

  • Ability to work on problems of diverse scope.

  • Ability to exercise judgment within broadly defined practices and policies in selecting methods and techniques for obtaining solutions.

  • Highly motivated and team oriented.

  • Highly customer focused, a proactive learner and enjoy customer success.

  • Excellent executive-level communication, presentation and interpersonal skills.

  • Excellent English language skills, written and verbal. Additional languages are an advantage.

  • Ability to learn and assimilate information quickly.

  • Ability to learn and assimilate information quickly.

  • Enthusiast, strong work ethic and a positive attitude.

  • Strong organizational skills with the ability to multitask.

  • Ability to respect and keep information confidential.

  • Associates degree in a business-related field; additional qualification as an Administrative assistant or  secretary will be a plus

Preferred Qualifications / Skills:

  • Process/operational excellence experience is a plus.

Interpersonal Skills:

  • People leader

  • Ability to manage multiple projects

  • Customer orientation