Administrative Assitant

Job Purpose:

To provide personalized secretarial, administrative, and help desk support to Operations and Engineering in a well-organized and timely manner. The Administrative Assistant will work with all Operations and Engineering staff on a variety of tasks related to customers projects, sites, quotes, and underwriting.

Duties / Responsibilities:

• To act as the administrative point of contact between the COO and internal/external clients.
• To answer and direct all inbound calls to the appropriate team members.
• Shall handle all Managerial Operations and Engineering requests and queries appropriately.
• Will help maintain and sustain the company Helpdesk.
• Will work and manage the company phone system.
• Will work and manage the company fax and Conference call system.
• Will assist the internal underwriting clerk when necessary.
• Will undertake the tasks of receiving calls, take messages and routing correspondence, emails, and calls.
• Will handle requests and queries appropriately.
• Shall maintain a diary of events, arrange meetings / appointments, and provide reminders to the appropriate personnel.
• Will be required to make travel arrangements.
• Shall be required to take minutes and accurately enter data.
• Must monitor office supplies and research advantageous deals or suppliers.
• Will be required to produce reports, presentations, and briefs.
• Must manage an efficient documentation and filing system.

Skills/Qualifications:

• Excellent knowledge of G-Suite or MS Office.
• Typing speed above 40 WPM (Words Per Minute)
• Proficiency in English and Spanish.
• Exemplary planning and time management skills.
• Up-to-date with advancements in office gadgets and applications.
• Ability to multitask and prioritize daily workload.
• High level verbal and written communications skills.
• Discretion and confidentiality.

Job Requirements:

The qualified individual should have experience working in a high-paced office work environment as an office manager, administrative assistant, supervisor, or team leader. A background in the cannabis industry is not necessary but considered a plus.

• Full comprehension of office management systems and procedures.
• Associate or Bachelor degree.
• Additional experience as an assistant would be considered an advantage.
• Proficiency in English and Spanish.

Experience and/or Education Requirement:

BA or BS degree from an accredited college or University preferred or 2 to 3 years of experience as an Administrative Assistant, Office Manager, Office Team Leader.

Must have Intermediate level knowledge of G Suite or Microsoft Office 2007 or above and other productivity apps.

Language Requirements:

Ability to read and interpret business-related documents such as professional journals, manufacturing processes documents, technical processes and government publications. The employee should also have the ability to write reports, business correspondence, process and/or procedures manuals as well as have the ability to present information to a group and answer management, or client questions effectively.

Mathematical Requirements:

Should have the basic understanding and how to calculate the following: interest, commissions, percentages, averages, standard deviation, circumference, area, volume, proportions, and key performance indicators. Should comprehend and be able to apply both algebraic and geometric concepts.

Reasoning Requirements:

Should have the capability of resolving problems with a diverse concrete variable in situations where only strict standardization exists. Should also be able to interpret a wide variety of instructions in written, oral, agenda, or graphic format.

Physical Demands:

While executing the duties and responsibilities of this job description, the employee is regularly required to stand, walk, or listen. It is frequently required to walk, use hands, fingers, kneel, squat, and bend at the waist. The employee will frequently be required to lift or move objects of up to 20 pounds, and occasionally be required to lift or move objects of up to 40 pounds. The ability to use Near, far, peripheral, vision as well as peripheral, depth perception is required. Will also be required to travel on a moment notice to any part of the world.

Work Environment:

While executing the duties and responsibilities of this job description, the employee will occasionally be exposed to a hot and cold work environment. The work environment sound level is usually low to medium. The employee may also be required to work outdoors occasionally.

* I Certify that I have read, understood, and reviewed this job description with Xtraction Services, Inc. personnel.

Job Type: Full-time

Experience:

• Administrative Assistant: 2 years (Preferred)

Education:

• Bachelor's (Preferred)

License:

• Driver's License (Required)

Language:

• English (Required)