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 Monday. com). Tech-savvy with the ability to quickly adapt to new tools and digital workflows. Flexibility and availability to work according to US time zones. Requirements Bachelor’s degree in Business Administration, Office Management, or related field. Relevant certifications in office administration, customer service, or software proficiency (preferred).