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We got a new job details in Wildfire Defense Systems & they are Hiring Candidates for Office Administrative Assistant
Job Details
Company Name : Wildfire Defense Systems
Company Location : Bozeman, MT 59718
Job Position : Office Administrative Assistant
Job Category : Jobs in Bozeman, MT 59718
Job Description :
Purpose and Scope of Position
Under the direct supervision of the Office Manager, this position provides administrative and operational support for Corporate Services and the general office functions for WDS Corporate Headquarters. In addition to filing and scheduling, performs duties such as front desk administration, phone management, data entry, coordination of meetings, obtaining supplies, coordinating direct mailings, and working on special projects within Corporate Services and other key corporate divisions.
In addition, completes clerical and administrative tasks for the Bozeman HQ office at large. Their main duties include welcoming and directing visitors, coordinating meetings and appointments, and performing clerical tasks, answering phones, and responding to emails. This position deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize, and organize diversified workload, recommends changes in office practices or procedures.This position’s time will be primarily allocated to the front desk location, with other in house and external functions as assigned – errands, mailing, and event support, etc.
Organizational Relationship This position reports to the Office Manager and at times, the VP of Corporate Services. In addition, is responsible for communicating effectively with other staff within and outside the corporate headquarters.
Duties and Responsibilities
Schedules and organizes complex activities such as meetings, travel, conferences, and department activities as needed
Scans/retrieves information from files when needed
Data entry for expenses and billing
Answers phones and takes messages or fields/answers all routine and non-routine questions o Works in cooperation with other assistants to cover phones
Supports the ordering and stocking office supplies
Incoming and outgoing mail/ including operating shipping – postage for front desk parcels
Supporting and monitoring weekly kitchen maintenance by department
Assists with scheduling and coordinating internal office cleaning
Assists with event coordinating and planning (i.e., working lunches & company parties)
Assists with scheduling and booking CS staff travel and hotel accommodations
Covers reception area and/or Office manager/being back up for that person to ensure coverage during normal business hours
Work alongside Facilities to monitor cleaning and maintenance of building
Work alongside Warehouse to direct and coordinate all deliveries and pickups, when in the absence of warehouse or facilities staff
Entry/Security
Serves visitors by greeting, welcoming, and directing them appropriately
Notifies company personnel of visitor arrival
Supports security and emergency response protocols
Informs visitors of company security procedures and ensures WDS employee chaperone
Directs visitors by maintaining employee and department directories
Maintains security by following procedures, monitoring logbook, and issuing visitor badges
Keeps a safe and clean reception area by complying with procedures, rules, and regulations
Supports continuity among work teams by documenting and communicating actions, irregularities, and continuing needs
Contributes to team effort by accomplishing related results as needed
Additional Duties
Coordinate activities throughout the company to ensure efficiency and maintain compliance with company policy – via. Employee Engagement Committee
Manage agendas, travel plans and appointments for upper management within Corporate Services
Support bookkeeping and budgeting procedures within the office budget and Corporate Services
Create and update databases and records for onboarding, office procedures, personnel, and other division administrative records
Submit reports and prepare proposals and presentations as needed
Assist internal and external colleagues whenever there is an opportunity to do so
Basic Qualifications (i.e., education, certifications, years of experience, etc.)
High school diploma or general education degree (GED) required
1-2 years of relevant experience in an office or professional environment
Proficient in Microsoft Office Suite and Adobe Acrobat
Able to type 35-40 wpm minimum
Strong phone skills
Demonstrated ability to read, write, and speak English
Comfortable multi-tasking and prioritizing tasks without guidance
Excellent interpersonal skills
Punctual with strong attendance history
Preferred Qualifications
Associate or Bachelor’s degree
Previous success in office management
Experience managing budgets and expenses
Experience developing internal processes and filing systems
Comfortable handling confidential information
Ability to adapt to changing situations in a calm and professional manner
Knowledge, Skills, Abilities, & Personality Characteristics
While performing the duties of this job, the employee is regularly required to talk or hear, and must be able to lift, bend, climb, stand for duration of shift, etc.
Must be tech savvy and proficient in MS Office applications, particularly PowerPoint and Excel
Strong verbal and written communication skills; good phone demeanor
Familiarity with office phone systems, messaging, and voicemail transfer
Professionalism and ability to maintain confidentiality
Superb written and verbal communication skills
Strong time-management skills and multitasking ability
Takes pride in work that requires both quick turnaround and quality output
Comfortable switching between independent work and collaborative team efforts
Positive, energetic attitude; proactive, able to follow directions and get along with others
Dependable, capable, and ambitious; able to handle multi-tasking
Well organized; keeps information accessible; manages time well
This job description should not be construed as an exhaustive statement of duties, responsibilities, or requirements, but a general description of the job. Nothing contained herein restricts WDS rights to assign or reassign duties and responsibilities to this job at any time.
Wildfire Defense Systems, Inc. provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.
Job Type: Full-time
Pay: $17.00 per hour
Benefits:
401(k)
Dental insurance
Employee assistance program
Flexible schedule
Flexible spending account
Health insurance
Health savings account
Life insurance
Paid time off
Parental leave
Professional development assistance
Vision insurance
Schedule:
8 hour shift
Monday to Friday
Supplemental Pay:
Bonus pay
Ability to commute/relocate:
Bozeman, MT 59718: Reliably commute or planning to relocate before starting work (Preferred)
Application Question(s):
Do you now or will you in the future require sponsorship to work in the United States?
Education:
High school or equivalent (Preferred)
Experience:
Customer service: 1 year (Preferred)
Office: 1 year (Preferred)
Microsoft Office: 1 year (Preferred)
Work Location: One location
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