Administrative Asst

Job Summary
We are seeking a dynamic and organized Administrative Assistant/Fleet Coordinator to join our team! This vital role combines administrative excellence with fleet management responsibilities, ensuring smooth office operations and efficient vehicle coordination. The ideal candidate will be energetic, detail-oriented, and possess strong multitasking skills to support daily business functions, manage fleet logistics, and deliver exceptional customer service. This paid position offers an exciting opportunity to contribute to a fast-paced environment while honing your organizational and office management skills.

Duties

Provide front desk support by greeting visitors, answering multi-line phone systems, and managing incoming calls with professional phone etiquette.

Oversee office management tasks including filing, data entry, proofreading documents, and maintaining organized records.

Manage calendar scheduling and coordinate appointments for team members, ensuring optimal time management.

Handle customer support inquiries via phone or email, delivering friendly and efficient service to clients and vendors.

Utilize computer skills across Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace to prepare reports, correspondence, and presentations.

Maintain accurate records of fleet activities including vehicle assignments, maintenance schedules, and fuel logs using QuickBooks or similar bookkeeping software.

Coordinate fleet logistics such as vehicle scheduling, tracking usage, and ensuring compliance with safety protocols.

Assist with clerical duties like filing, photocopying, proofreading documents for accuracy, and managing office supplies inventory.

Support personal assistant tasks including calendar management for executives or managers as needed.

Ensure smooth office operations by managing multi-line phone systems, handling mail distribution, and supporting administrative projects.

Contribute to a positive work environment by demonstrating excellent customer service skills and maintaining professional communication standards.

Experience

Previous office experience in administrative roles or clerical positions is highly preferred.

Experience in fleet coordination or vehicle management is a plus but not required; training will be provided.

Strong computer literacy with proficiency in Microsoft Office (Word, Excel), Google Workspace (Gmail, Calendar), and QuickBooks is essential.

Bilingual abilities are advantageous for communicating with diverse clients and team members effectively.

Demonstrated organizational skills with the ability to prioritize tasks efficiently in a fast-paced setting.

Excellent phone etiquette with experience managing multi-line phone systems and providing exceptional customer service.

Proven ability to handle data entry accurately while maintaining attention to detail for proofreading documents.

Familiarity with office management practices such as filing systems, record keeping, and time management techniques is desirable.

Personal assistant or medical/dental receptionist experience can be beneficial but is not mandatory; relevant transferable skills are valued. Join us in this engaging role where your organizational talents will keep our office running smoothly while you develop valuable skills in fleet coordination! We’re committed to fostering a supportive environment that values your contributions every step of the way.