Secretaries and Administrative Assistants Jobs Near Me in Michigan

Position Description: JOB TITLE: Office Admin

STATUS: Full-Time

REPORTS TO: Director of Operations

SUMMARY: The Office Admin is a highly organized and proactive individual who manages various administrative tasks across the company. The Office Admin displays excellent multitasking skills, attention to detail, and a strong ability to prioritize and manage time effectively. This role is responsible for a wide range of duties, including calendar management, procurement processes, office event coordination, and ensuring smooth daily operations within the office environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES: Include the following. Other duties may be assigned as necessary.

Manage and coordinate the executive calendar(s), scheduling meetings, appointments, and travel.
Process one-time procurement tasks, including obtaining quotes, sales orders, and purchase orders.
Review and format formal documentation as requested, ensuring accuracy and clarity.
Attend company meetings, take accurate meeting notes, and ensure appropriate documentation and follow-up.
Monitor and maintain stock of office supplies and QSG branded materials.
Oversee the kitchen area to ensure cleanliness and availability of supplies.
Organize and plan employee birthday celebrations, office events, and team-building activities to enhance office morale.
Ensure the security, integrity, and confidentiality of all company data and information.
Coordinate and prepare travel arrangements for employees as needed, including flights, accommodations, and itineraries.
Submit and manage Return Merchandise Authorization (RMA) and warranty requests with vendors as required.
Create and manage job posts on various platforms.
Review and filter applications and resumes, and schedule phone screens and interviews with appropriate managers.
Conduct background checks prior to hiring and assist with new hire onboarding and training.
Manage all shipping and receiving tasks, ensuring packages are properly logged and delivered.
Oversee and track the use of the administrative budget, ensuring expenses remain within allocated limits.
Update and post the Daily Tech Notes to communicate important office information.
Maintain and update QSG Office Asset Documentation.
Manage use and maintenance of company vehicles, ensuring proper scheduling of services and inspections.
Coordinate maintenance schedules with HVAC, generator, and power vendors to ensure all systems are operational.
Other duties as assigned

QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Strong organizational skills and attention to detail.
Ability to multitask and manage multiple priorities efficiently.
Proficiency with office software (SharePoint, etc.).
Excellent communication skills, both written and verbal.
Strong problem-solving skills and the ability to work independently.
Ability to maintain confidentiality and handle sensitive information.
Must take initiative to learn, understand process/workflow
Excellent customer service skills
Proper phone etiquette

EDUCATION and/or EXPERIENCE:

High school diploma required; Associates degree or higher preferred.
Proven experience in office administration, procurement, or a similar role.
Prior experience with recruitment and event coordination is a plus.
Knowledge of office management best practices and procedures.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions. While performing the daily duties of this position, it is vital for the employee to be capable of speaking and hearing. The employee is frequently required to stand, walk, sit, climb stairs, use hands and fingers, handle or feel objects, tools, controls and reach with arms. The employee regularly lifts and/or moves equipment up to 50 pounds. Specific vision abilities required by this position include close vision and the ability to adjust focus.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This position generally operates in a clerical office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

ABOUT QSG:

At QSG, we pride ourselves on a collaborative office atmosphere, driven to provide the most reliable Managed Services to every client. We treat each client like the only client.

COMMENTS:

This description is intended to describe essential role functions, general supplemental functions and the crucial requirements for satisfactory performance. This is not an exhaustive list of all duties, responsibilities and requirements of an employee so classified. Other functions may be assigned, and management retains the right to add or change required duties at any time.

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