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Administrative Assistant

Posted By:
Tessa Zampieri
Posting ID:
Fort Walton Beach, Fl
 administrative   clerical   office   management   filing   typing   phones 
Category:Admin / Clerical / Office
Listing Type:Job
Employment:Full Time

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Administrative Assistant

Location: Fort Walton Beach, FL
Reports to: Operations Manager

We a marketing and sales firm in the yellow pages industry, currently seeking a qualified administrative assistant. Our clients include yellow page directory publishers, both domestically and internationally. As a liaison between advertising agencies and publishers, we develop and solicit yellow page advertising programs for national clients across the country.

The administrative assistant is responsible for all activities pertaining to non-supervisory general and daily office functions. Maximum utilization of organizational and time management skills is required in order to maintain a structured environment in a high-functioning and deadline driven company.


1. Manages the reception area to ensure effective verbal and written communications both internally and externally to maintain professional image

2. Maintains office areas and equipment: operate, perform preventative services, and recommend to the supervisor maintenance needs for all office equipment and facilities

3. Negotiates the purchase of office supplies and furniture, office equipment, etc., for the entire staff in accordance with company purchasing policies and budgetary restrictions

4. Provides quality service while maintaining a professional attitude in day-to-day operations inclusive of: opening and distributing office mail, answering high volume of phone calls, recording minutes for staff meetings, etc.

5. Prepares correspondence - daily email correspondence is required, and composition of formal business letters will be required as requested by executive staff

6. Responsible for ensuring all marketing mailings go out in a timely manner and tracking responses for future mailing techniques

7. Processes and tracks incoming client artwork, as well as packages artwork sends to the client, requiring a high level of detail and accuracy

8. Performs all database updates for computer systems, requiring a high level of detail and accuracy

9. Maintains office files in an orderly manner prepared according to an approved filing system (with directions provided for all office staff)

10. Maintains a current list of office key holders, provide keys to personnel and collect keys from personnel as needed

11. Greets office visitors and respond to their needs in a prompt and courteous professional manner

12. Coordinates and arranges all travel needs for staff, both locally and long distance

13. Records, tracks and reports client invoice, payment and adjustment transactions utilizing Intuit QuickBooks software

14. Coordinates and provides arrangements for office events (i.e. holiday party, office meetings, office moves, etc.)

15. Records and reports biweekly payroll and submits to executive staff

16. Contributes to team effort by providing support services as directed by supervisory staff

17. Participates as needed in special department projects


· Working knowledge of standard office equipment including: computer, copier, fax, multi-line telephone, postage machine, etc.

· Well-developed interpersonal and communication skills

· Professional appearance and manner

· Computer literacy, specifically MS Office for Windows - Experience with QuickBooks prefered but not required



· Associate’s degree or combination of education and equivalent work experience is preferred

· At least two years of previous experience in office environment

Conditions of Work:

· Ability to lift approximately 15-20 lbs

· Mostly Sedentary

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Starting hourly rate is $10 but depends on experience

- 2 weeks paid leave a year

- Medical & supplemental insurance available. We cover half medical

Please send resume to our staffing coordinator, Tessa Zampieri

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