Office Administrative Assistant

Reports To: Human Resources Administrator

Compensation: $21 – $23 per hour (Based on experience)

Location: Sag Harbor, NY

Responsibilities

  • Answers and transfers phone calls, screening when necessary
  • Welcomes and directs visitors and clients
  • Maintains filing systems as assigned
  • Retrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data when needed
  • Responds to and resolves administrative inquiries and questions
  • Coordinates and schedules travel, meetings, and appointments for managers or supervisors
  • Prepares agendas and schedules for meetings as needed
  • Maintains office supplies and coordinates maintenance of office equipment
  • Order supplies for yards and field workers, including uniforms, handheld equipment, etc.
  • Oversee distribution of the mail
  • Oversee the organization and planning of all charitable donations. Create a process for requests for donations to be submitted and reviewed
  • Oversee Conference registrations; review registration forms, review all travel arrangements if required, all restaurant reservations if required
  • Oversee the organization and maintain the permits and renewal calendar
  • Oversee Membership renewals (ex. ASLA, Garden Conservancy, etc.)
  • Manage the renewal of all permit registrations/2290/special permits annually
  • Manage the renewal of landscaper/contractor permits as needed
  • Enter cash receipts

Qualifications

  • Excellent verbal and written communication skills
  • Excellent interpersonal and customer service skills
  • Proficient in Microsoft Office Suite or related software
  • Excellent organizational skills and attention to detail
  • Basic understanding of clerical procedures and systems such as recordkeeping and filing
  • Ability to work independently
  • Spanish language proficiency a plus

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