Administrative Assistant

Location: Simi Valley, CA

Type: Temporary to Full Time

Min. Experience: Mid Level

Our client is looking for someone who understands and is familiar with 24/7 EMERGENCY SERVICES.  Someone who has a sense of urgency and can work in a fast paced environment.  This person must be flexible and be able to support various departments at any given time with or without notice.  Must be able to effectively time manage their desk on their own deadlines and meeting deadlines are never missed.  This position requires an individual who can work independently and has initiative.  They also want someone who is a strong communicator and is not afraid to ask for help. 

Duties include: e-filing, light accounting duties, order data entry, support to full office staff.

 

RESPONSIBILITIES INCLUDE:

  • Provide back office assistance throughout the day including:
    • Answering incoming calls
    • Tracking invoices
    • Filing
    • Maintain company forms and marketing material
    • Creating spreadsheets in Excel for expense reports, marketing lists and rsvp lists
    • Scanning emails or documents and ensuring they are being saved on a shared drive
    • Input daily project notes
    • Make travel arrangements for management (flight, hotel and rental car)
    • Send out invites via Google calendar, etc. 

  

REQUIREMENTS:

  • 2+ years experience in a support role
  • Proficient in MS office (Word and Excel)
  • Customer service experience
  • Telephone experience - must be able to answer incoming calls - multi line
  • Experience in travel coordination
  • Ability to work in a fast paced environment
  • Accounts Payable knowledge is a plus
  • Experience using Paperless is a plus

 

COMPUTER SKILLS:

  • Must be proficient and have experience using computers, MS office in a computer network environment. 
  • Ability to use computer software programs (i.e., Database software, Word Processing software, Spreadsheet software, etc.). 
  • Preferably knowledgeable in Alacrity and Xactanalysis would be great, but they are willing to train.

 

***Bilingual a plus***

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