Job Description

We are seeking an organized and detail-oriented Administrative Specialist to join our team. This role requires strong administrative support skills, advanced knowledge of Excel and Mail Merge, and excellent customer service abilities. The successful candidate will play a key role in managing office operations, supporting various departments, and ensuring smooth communication with clients and customers.

Key Responsibilities:

1. Administrative Support:

   • Perform general administrative tasks, including data entry, filing, document preparation, and scheduling.
   • Coordinate and manage calendars, meetings, and appointments for team members.
   • Prepare and maintain accurate records, reports, and presentations.

2. Excel Expertise:

   • Utilize advanced Excel skills to analyze data, create complex spreadsheets, and develop reports.
   • Design and implement automated solutions for data management and reporting using Excel formulas, pivot tables, and macros.
   • Conduct regular data audits and ensure the accuracy and integrity of data.

3. Mail Merge Management:

   • Execute mail merge operations for mass communication and correspondence, ensuring accuracy and personalization.
   • Maintain and update databases used for mail merge purposes, including contact lists and client information.
   • Develop templates and standardized formats for various types of mail merges.

4. Customer Service:

   • Serve as a point of contact for customers, clients, and vendors, providing professional and courteous support.
   • Handle customer inquiries and complaints, resolving issues promptly and effectively.
   • Assist in maintaining positive customer relationships by ensuring timely and accurate communication.

5. Office Operations:

   • Manage office supplies inventory, placing orders and maintaining stock levels.
   • Assist with event planning and coordination, including internal meetings, training sessions, and customer events.
   • Support team members with various projects and tasks as needed.

Qualifications:

• Proven experience in an administrative or office support role.
• Advanced proficiency in Microsoft Excel, including formulas, pivot tables, and macros.
• Experience with Mail Merge in Microsoft Word or similar software.
• Strong customer service skills with a professional and friendly demeanor.
• Excellent organizational and multitasking abilities.
• Strong written and verbal communication skills.
• Ability to work independently and as part of a team.
• Attention to detail and a high level of accuracy.

Preferred Qualifications:

• Experience in a similar role within a fast-paced environment.
• Familiarity with customer relationship management (CRM) systems.
• Knowledge of additional Microsoft Office applications, such as PowerPoint and Outlook.
• Experience in data analysis and reporting.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. To the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business re
To apply please email your resume to mmanoso@ultimatestaffing.com