Administrative Assistant in San Carlos, CA – April Health – vsmartpros

Job description
Job title: Administrative Assistant

Company: April Health

Job description: If you're an Admin Assistant looking to join a great team where you can excel in customer service and slay in troubleshooting/problem solving, take the first step and apply now!

This position requires in-person attendance at our San Carlos office in order to properly support business operations.

Primary Responsibilities

ADMINISTRATIVE:
• Maintains office services by organizing office operations and procedures, acting as main point of contact for all office related matters
• Filters mail and emails, highlighting urgent correspondence and prints attachments; answers routine correspondence as required
• Composes correspondence, ranging from routine to complex from brief instructions
• Receives and screens visitors following established policies and procedures
• Answers telephone and voice mail, routes calls and messages promptly, courteously and in a helpful manner, maintains accurate information and communicates messages requiring immediate action/response
• Develops and maintains a digital and paper filing system; organizes files into the appropriate folders/cabinets for company access
• Responsible for key management, such as securing, tracking, and distributing physical keys
• Makes appointments and maintains management and staffing calendars; schedules and arranges meetings; organizes meetings by notifying participants, orders food and beverages as necessary, and prepares required informational materials

ACCOUNTING:
• Organizes and maintains records for invoices, expenses, and financial records
• Responsible for monthly Costco orders
• Processes, prepares, and records invoices and vendor bills
• Assists in preparing and maintaining accounts receivable and accounts payable records
• Processes bank deposits for the company, as well as updating financial spreadsheets
• Reviews and processes Expensify transactions

FACILITIES:
• Responsible for safety committee activities, such as organizing and conducting annual fire/earthquake drills, hosting quarterly safety walk-throughs and meetings, ensuring annual checks for fire extinguishers, and semi-annual fire alarm inspections
• Orders and upkeeps stationery that is used by the company, includes supplies for the printers
• Manages shipping for non-pharmacy personnel; acts as point of contact for contracts and problems with carriers (FedEx, USPS, and courier services)
• Responsible for all external contractors in the building, such as janitorial, maintenance, pest control, landscape, and others as needed

Qualifications Required
• Bachelor’s degree or AA degree and/or equivalent experience and education
• Minimum three years of proven administrative assistant experience
• Healthcare/Pharmacy experience a plus
• Flexible and mature approach with ability to work unsupervised
• A good deal of common sense, etiquette, and an ability to think on one’s feet
• Proven ability to work under pressure and to tight deadlines while being detail oriented
• Confident personality with strong desire to expand one’s knowledge and seek new information that’s beneficial to the organization
• Takes initiative and uses independent judgment within established guidelines
• Keeps management informed of administrative decisions reached, policies established and associated facts
• Resolves problems and provides follow-up; research information on inquires and problems which require knowledge of the company's services, programs, and policies
• Strong computer skills, including proficiency with Microsoft Office, particularly Excel and Outlook

Base Pay Scale: Generally starting at $30 - $35 per hour. The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty, and training. This pay scale is not a promise of a particular wage.

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Expected salary: $30 - 35 per hour

Location: San Carlos, CA

Job date: Sun, 12 Mar 2023 05:07:19 GMT

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