Administrative specialist Jobs in Newark, NJ

IntePros is currently looking for an  Administrative Specialist  to join one of our growing clients in Bloomfield, NJ. The  Administrative Specialist  Will Perform administrative office support services of a varied nature assisting the staff and management in a Branch office. Work is performed under the direction of the Office Administrator / Manager or Branch Manager.

Administrative Specialist   Responsibilities :

• Assist staff and Manager with assigned administrative tasks.
• Schedule and organize business and time-sensitive office activities such as travel, client meetings, staff meetings, conferences, and webinars for the department and office.
• Act as liaison with travel and car rental agencies as needed.
• Assist with coordination of employee functions and and layout general correspondence, memos, charts, tables, graphs, business plans, reports and documents relating to clients, projects, and professional matters; proofread documents for spelling, grammar and format consistency, making appropriate changes.
• Organize and prioritize information and calls; create logs and databases.
• Word process and assemble proposals and reports to meet project deadlines; coordinate and assist with reproduction needs, and other project related duties.
• Assist in processing timesheets, expense reports, etc. as needed.
• Work with Regional Finance Manager on branch accounting functions including local branch operating account, petty cash account and accounts payable process.
• Maintain Branch Library, Library database and Marketing database, as applicable.
• Take necessary action in the event of an emergency such as urgent mail, courier, facsimile or messages received in the absence of managers.
• Maintain office supply and office furniture and equipment inventory and maintenance.
• Place service calls for all branch equipment repair and maintenance. (with assistance from receptionist).
• Set up, manage and inventory the office’s off-site storage, copier repair services, and recycle program.
• Act as point of contact for vendors for office and field supplies; retain copies of agreements with vendors.
• Act as liaison between branch personnel and property management firm for maintenance of office space.
• Receive and respond to requests for assistance from Branch and Corporate Managers and staff and respond accordingly.
• Assist Manager with training new support staff.
• Assist with receptionist duties as needed.
• Run routine errands when needed.
• Perform related work as required.

Administrative Specialist  Required Knowledge, Skills and Abilities :

Acceptable Experience and Training

Physical Requirements

Working Conditions