Administrative Assistant
McNair Chambers
Total years of experience :16 years, 7 Months
• Schedule and coordinate meetings, interviews, appointments, events and other similar activities for supervisors, which also includes travel and lodging arrangements.
• Coordinate with various staff for operational support activities of the unit; serve as a liaison between departments and operating units in the resolution of day-to-day administrative and operational problems.
• Handling of petty cash - submitting petty cash report every end month showing cash flow.
• Overall office keeping and maintain the inflow and outflow of goods (food, paper, pens, pencils, notepads etc.
• Ensures operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
• Faxing, printing, photocopying, filing and scanning.
• Upload files to online database.
• Conduct external hard drive and online backup every week.
• Update Company Website Online.
• Sign for and distribute UPS/FedEx or similarly delivered packages.
• Updating new client contact on company database ACT! Sage.
• Preparing forms for visa application and renewal and submit to QFC Immigration department.
• Responsible for the provision of an efficient and effective reception service, and for administrative support to other staff as directed by supervisor.
• Greeted visitors, ascertaining the nature of their business, and referring them to appropriate staff members.
• Answered incoming calls on multi-line phone and responded to public inquiries in a courteous manner within scope of knowledge and authority.
• Received and distributed incoming and outgoing mail.
• Distributed incoming faxes and courier packages.
• Prepared paperwork for outgoing faxes and courier packages and managed shipping and receiving activities.
• Arranged meetings, scheduled appointments and traveled arrangements as requested.
• Composed routine correspondences, reports, forms and other materials.
• Set-up and maintained files, records and databases such as master extension, cell phone and office inventory lists.
• Facilitated and maintained storage facility (on-site and offsite) and maintained current inventory list of items.
• Kept updated and well versed on all current programs and distributed this information to office visitors and callers.
• Assisted in coordination of office services such as housekeeping, purchasing office supplies, ordering catering when needed and maintained office equipment (computers, fax machines, printers, photocopy machine, telephone system).