Admin Assistant

We are seeking a motivated and reliable Administrative Assistant to provide exceptional office and administrative support to our team. The ideal candidate will be highly organized detail-oriented tech-savvy and able to communicate effectively with clients staff and management. This role requires a proactive approach to managing daily tasks coordinating schedules and ensuring smooth office operations. The position requires working in alignment with US time zones.

Key Responsibilities

• Manage incoming and outgoing correspondence including phone calls emails mail and packages.
  

• Schedule and coordinate appointments meetings and tours ensuring timely follow-up.
  

• Manage and maintain managers calendars including resolving scheduling conflicts and sending reminders.
  

• Maintain and organize digital and virtual filing systems.
  

• Prepare and process documents reports and forms accurately.
  

• Assist in screening potential prospects or clients and provide information as needed.
  

• Coordinate with building management vendors and service providers to ensure operations run smoothly.
  

• Receive and process payments maintain accurate records and handle basic bookkeeping tasks.
  

• Provide front desk reception duties greeting visitors in a professional manner.
  

• Monitor and order office supplies ensuring the workspace remains clean and organized.
  

• Handle customer inquiries complaints and requests with professionalism and courtesy.
  

• Utilize and update CRM systems to manage client data and track interactions.
  

• Use task/project management platforms to track deadlines log into company systems and maintain workflow efficiency.
  

• Support management with administrative tasks including data entry and report preparation.
  

Qualifications & Skills

• Proven experience in administrative front desk or office support roles.
  

• Strong organizational and multitasking skills with excellent attention to detail.
  

• Excellent verbal and written communication abilities.
  

• Ability to work independently and collaboratively as part of a team.
  

• Strong interpersonal skills and the ability to build rapport with clients and colleagues.
  

• High level of discretion and ability to handle confidential information.
  

• Proficiency with office software CRM systems and scheduling/task management platforms (e.g. Google Calendar Outlook Trello Asana or ).
  

• Tech-savvy with the ability to quickly adapt to new tools and digital workflows.
  

• Flexibility and availability to work according to US time zones.
  

• Bachelor s degree in Business Administration Office Management or related field.
  

• Relevant certifications in office administration customer service or software proficiency (preferred).