Job Details

Responsible for overseeing the administrative functions of the office; quality assurance/quality control on all documents; assistance with accounting functions; assistance with marketing efforts; maintenance of office files.

PRIMARY RESPONSIBILITIES:

Perform office reception duties including greeting and directing all visitors, routing all telephone calls, and retrieving and routing all incoming mail including all overnight and courier packages. Accurately and efficiently ship outgoing mail/packages by most cost-effective, timely method.

Accurately and efficiently produce draft and final reports, proposals, correspondence, tables, logs and other documents submitted by staff. Assist staff with Word software questions. Ensure all documents produced at Bison reflect a professional company style.  Guide staff on document style requirements, proper grammar, spelling and punctuation by indicating recommended changes on draft document and returning to the author.  Make edits to final documents.  Provide administrative quality control on all outgoing documents and materials prior to preparing for mailing or shipment.  Has authority and responsibility to stop outgoing product that has not complied with Bison QA/QC policy.

Efficiently and accurately reproduce and bind project reports and other documents.

Assign new project and proposal numbers for staff. Initialize proposals and projects in the accounting system upon receipt of paperwork from staff.

Prepare bank deposit for all checks received and deposit at bank in a timely manner. Enter electronic payments in accounting software. Enter AP in accounting software and prepare checks to pay invoices weekly as authorized by CFO. Assist CFO and Team with other accounting tasks as needed.

Become cross-trained in other functions of the Admin Team such as invoicing, bank reconciliation, credit card entries, etc.

Develop and implement all necessary document identification and file management procedures for computerized and manual records and files.  File all current documents in appropriate administrative files.

Function as a liaison on all document production matters for all teams and other Bison offices. Develop advanced knowledge and proficiency in primary office suite and other commonly used Bison software.  Assist project leaders or clients with special projects such as application development. 

Maintain office facilities including ordering approved capital expenditures, office furniture, supplies and maintenance services.  Arrange for company meeting support as needed.   Make recommendations to the Management Team on maintenance and service contracts.

OTHER RESPONSIBILITIES:

Assist with business development activities by providing support to marketing personnel. Maintain an adequate supply of marketing materials, reordering or reprinting as necessary. With direction, complete necessary forms and assemble qualifications packages of existing marketing materials. 

Make travel arrangements for staff when requested.

Responsible for orientation of all new office employees on administrative support functions and proper procedures to effectively utilize services and resources.

Arrange social functions such as business lunches, company picnics, retreats, etc.

Perform errands outside the office as necessary.

Other duties as assigned.

JOB REQUIREMENTS

High school education or equivalent training and/or experience. Minimum of 4 years of administrative support or other related experience.

Working knowledge of computer operations, standard business software and the ability to accurately input information into a computer at a rate of 65 wpm.

Professional level language skills in verbal communication, presentations and written correspondence.

Ability to prioritize work and complete tasks in a timely and organized manner while working in a fast-paced environment.

Ability to place and retrieve documents on shelves or in files at floor level to height of six feet and ability to lift or move objects weighing up to 25 lbs. routinely.

Requires a high level of mental reasoning to address and resolve a wide range of intellectual and practical problems.

Must have tact, commonsense and the ability to get the work done through others.