Administrative Assistant

Aquent is proud to partner with a leading organization that stands at the forefront of delivering essential services. This organization is a cornerstone of vital infrastructure, dedicated to innovation and making a significant community impact, constantly striving for excellence and efficiency. Join a team where your contributions directly support critical operations and help maintain high standards of service delivery, ensuring the smooth operation of vital systems that serve communities.

Are you ready to become an indispensable force within a dynamic environment, where your meticulous organization and proactive support will directly fuel critical operations? This is an exciting opportunity to leverage your administrative expertise to streamline processes, ensure seamless communication, and empower a dedicated team to achieve its core mission, making a tangible difference every single day. Your ability to manage diverse tasks with precision will enhance efficiency and effectiveness, allowing the team to focus on their core objectives.

What You'll Do

• Perform initial triage of incoming requests and documents, ensuring proper routing and prioritization.
• Review and process a variety of critical documents, including applications, account reviews, pending deposits, and original work requests.
• Manage financial administrative tasks such as sending deposit links and reviewing deposit payments.
• Complete necessary forms and order required items through systems like Oracle during the triage process.
• Execute validation procedures and manage close-out processes for various tasks.
• Draft and dispatch diverse customer communications via mail and email.
• Create and distribute specific correspondence, including demo letters, ensuring timely delivery to customers.
• Review and complete customer relationship management tasks to maintain accurate records.
• Serve as a primary point of contact by answering incoming phone calls and addressing inquiries.
• Provide crucial scheduling support for operational personnel, especially during unforeseen circumstances like absences, to ensure routes and tasks are covered.
• Process and review incoming mail items efficiently.
• Manage and track orders for various items and invoices using Oracle.
• Assist with follow-ups for high-level stakeholder meetings and critical project discussions.
• Support the preparation and coordination of presentation meetings.
• Coordinate all administrative aspects of meeting invitations for both internal and external participants.

What You'll Bring

• Proven experience in a comprehensive administrative support role.
• Exceptional organizational skills and a keen eye for detail.
• Proficiency in document review, processing, and record-keeping.
• Experience with ordering systems, particularly Oracle, is highly valued.
• Strong communication skills, both written and verbal, for effective customer and internal correspondence.
• Ability to manage multiple tasks simultaneously and prioritize effectively in a fast-paced environment.
• A proactive approach to problem-solving and support.
• Proficiency in standard office software and tools.