JOB TITLE: Accounts Admin Assistant SUMMARY The Administrative Assistant is integral to maintaining the accuracy and efficiency of our company databases and computer systems. This role is responsible for updating, encoding, and ensuring the integrity of data. Apart from technical proficiency, the role demands a keen eye for detail, adaptability, and a collaborative spirit to support various operational tasks. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

• Accurately encode all data that requires organizing and recording, ensuring meticulous attention to detail and avoiding errors.
• Maintain and manage databases effectively, ensuring data integrity and accessibility for the team.
• Develop and refine reporting templates that enhance operational efficiency and provide insightful data analytics.
• Facilitate the dispatch of documents to Customer Service Representatives through fax and electronic means, ensuring prompt and accurate delivery.
• Input, monitor, and maintain records of all encoded data, exercising a proactive approach to track the progress and status of assigned tasks.
• Conduct self-audits to ensure the work is error-free and there is no duplication of efforts or data.
• Prepare and save critical files to backup drives to prevent data loss and to uphold information security protocols.
• Commit to meeting set schedules and deadlines, showcasing strong time management and organizational skills.
• Promptly report any significant errors or inconsistencies in data to management, contributing to the maintenance of high-quality standards.
• Maintain a systematic report log that captures details of in-progress and completed work, fostering transparency and accountability.
• Take charge of database creation and management, showing proficiency in database software and a clear understanding of organizational data needs.
• Undertake research and compile necessary information across various topics, exhibiting resourcefulness and initiative.
• Monitor and report statistics from competing sites, providing valuable market intelligence and supporting strategic decisions.
• Handle additional duties as assigned, demonstrating flexibility and a willingness to contribute to various aspects of the company’s operations.

SUPERVISORY RESPONSIBILITIES

• None

  QUALIFICATIONS

• Highly detail-oriented with a sharp eye for errors and inconsistencies.
• Demonstrates proficient typing skills with an emphasis on speed and accuracy.
• Adept at problem-solving, conflict resolution, and being a cooperative team player.
• Ability to multitask and prioritize effectively in a dynamic environment.
• Strong time management skills paired with decisive decision-making capabilities.
• Proficient with computer systems, particularly Microsoft Excel.
• Exhibits adaptability and accountability in the workplace.
• Exceptional organizational skills with the ability to remain focused on assigned tasks.
• Reliable, independent, and able to work effectively with minimal supervision.

EDUCATION and/or EXPERIENCE

• At least 2 years work experience as an Admin Assistant or Data Entry Operator
• Demonstrated experience with MS Office suite, particularly Excel.

  LANGUAGE SKILLS

• Must have the ability to effectively communicate, understand, and articulate ideas in English.
• Capable of reading, analyzing, and interpreting general business periodicals, professional journals, and corporate procedures/regulations.