The Urban Air Adventure Parks Agency is looking for an Virtual Assistant to ensure that office functions run smoothly and provide high-level administrative support to various divisions. This position is in charge of completing clerical, customer service, and data administration tasks, as well as assisting in the coordination of office activities, scheduling, and communication. The ideal candidate will be detail-oriented, well-organized, and capable of handling many jobs efficiently.
Key Responsibilities:
1. Office Administration:
- Coordinate and manage office operations, ensuring efficiency and compliance with company policies.
- Handle reception duties, greet visitors, and direct them to the appropriate person or department.
- Maintain office supplies, equipment, and inventory levels, ordering replacements as necessary.
- Assist in the planning and execution of office events, meetings, and conferences.
- Prepare, edit, and proofread documents, reports, presentations, and correspondence.
2. Data Entry & Management:
- Accurately enter, update, and manage data in various systems, spreadsheets, or databases.
- Organize and maintain filing systems, both physical and digital, ensuring information is easily accessible.
- Prepare and distribute reports, data summaries, and records as required.
3. Customer Service:
- Respond to customer inquiries, providing accurate and timely information.
- Assist with client or customer service requests, resolving issues efficiently.
- Act as a liaison between departments and external contacts, ensuring smooth communication.
4. Executive & Team Support:
- Provide direct administrative support to executives, managers, or specific teams.
- Manage calendars, schedule meetings, and coordinate travel arrangements.
- Assist with project coordination by tracking timelines, managing communication, and organizing tasks.
5. Clerical Duties:
- Perform general office duties, including photocopying, faxing, mailing, and scanning documents.
- Process and route incoming/outgoing mail and packages.
- Ensure that common areas, such as the front desk, break rooms, and meeting rooms, are kept tidy and well-maintained.
6. Bookkeeping/Finance Assistance:
- Assist with accounts payable, accounts receivable, and financial record keeping.
- Support the finance department with expense reports, purchase orders, and invoicing.
- Perform basic bookkeeping tasks, ensuring accuracy and compliance with company protocols.
7. Reception and Front Desk Support:
- Answer and direct phone calls professionally, taking messages when appropriate.
- Manage the front desk and assist walk-in clients or visitors with their needs.
- Maintain a positive and welcoming environment for all visitors and staff.
8. Scheduling and Coordination:
- Assist in scheduling appointments, meetings, and interviews, ensuring smooth coordination.
- Prepare meeting agendas, take minutes, and follow up on action items.
- Ensure proper communication of schedules to all relevant parties.
9. File and Document Management:
- Organize, update, and maintain office records and documents.
- Implement effective document control procedures to ensure compliance with regulatory requirements.
- Ensure confidentiality of sensitive information and adherence to privacy policies.
10. Sales and Customer Relations Support :
- Provide administrative support to the sales team by managing client accounts and assisting in order processing.
- Maintain customer databases, ensuring all details are up to date.
- Assist with contract and proposal preparation.
Required Qualifications:
- Education: High school diploma or equivalent (Bachelor’s degree)
- Experience: 1-3 years of administrative, customer service, or office support experience.
- Skills:
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and office equipment.
- Excellent verbal and written communication skills.
- Strong organizational and time-management abilities.
- Ability to handle multiple tasks simultaneously while maintaining attention to detail.
- Strong problem-solving and critical thinking skills.
- Professional and positive demeanor, with a customer-first attitude.
- Basic knowledge of bookkeeping or financial principles is a plus (for roles requiring finance support).
Desired Attributes:
- Ability to work independently and within a team environment.
- Flexibility to adapt to changing work environments and job responsibilities.
- High level of discretion and confidentiality when handling sensitive information.
- Strong interpersonal skills, with the ability to build and maintain positive relationships with internal and external contacts.
Work Environment:
- Primarily an office environment with standard working hours.
- May require occasional overtime or flexibility to support office operations during peak times or special events.
What We Offer:
Pay: $45,000.00 - $57,000.00 per year
Benefits:
401(k)
401(k) matching
Dental insurance
Health insurance
Paid time off
Professional development assistance
Vision insurance
Must be us citizen
Must ready to start within One month
No any type of visa sponsorship
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