Job Description
Job DescriptionJob Title
Administrative Assistant / Phone Support Representative
Job Summary
The Administrative Assistant & Phone Support Representative provides essential administrative and customer service support by handling phone communications, managing office tasks, and assisting with daily operations. This role requires strong organizational skills, professionalism, and the ability to communicate effectively with clients, vendors, and internal staff.
Key ResponsibilitiesPhone & Communication Duties
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Answer incoming phone calls promptly and professionally
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Route calls to appropriate staff or departments
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Take accurate messages and follow up as needed
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Respond to basic inquiries and provide information to callers
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Make outbound calls for scheduling, reminders, or follow-ups
Administrative Duties
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Perform general office tasks such as filing, copying, scanning, and data entry
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Manage calendars, appointments, and meeting schedules
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Prepare and edit documents, emails, and reports
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Maintain organized records (digital and physical)
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Assist with invoicing, billing, or order processing (if applicable)
Customer Service & Office Support
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Greet visitors and provide front-desk support (if applicable)
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Maintain a professional and welcoming office environment
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Coordinate with team members to support daily operations
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Handle confidential information with discretion
Required Qualifications
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High school diploma or equivalent (Associate’s degree preferred)
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Previous administrative or customer service experience preferred
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Strong verbal and written communication skills
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Proficiency in Microsoft Office (Word, Excel, Outlook) or similar tools
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Ability to multitask and manage time effectively
Skills & Competencies
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Professional phone etiquette
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Attention to detail and accuracy
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Strong organizational skills
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Dependable, punctual, and self-motivated
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Ability to work independently and as part of a team
Work Environment
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Office-based