Administrative Assistant

We are seeking an Office Administrative Assistant to manage the front desk of our office in Westhampton. This is a key role for us, as this position is the company’s first point of contact for our clients, partners and vendors. We are looking for an energetic individual who is well-organized, communicates well and practices excellent time management skills. In addition, this individual should have top-notch customer service skills and be a problem solver.RESPONSIBILITIES:Answers and transfers phone calls, screening when necessaryWelcomes and directs visitors and clientsMaintains filing systems as assignedRetrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data when neededResponds to and resolves administrative inquiries and questionsCoordinates and schedules travel, meetings, and appointments for managers or supervisorsPrepare agendas and schedules for meetings as neededMaintains office supplies and coordinates maintenance of office equipmentOrder supply for yards and field workers, including uniforms, handheld equipment, etc.Oversees distribution of the mailOversee the organization and planning of all charitable donations. Create process for requests for donation to be submitted and reviewedOversee Conference registrations; review process registration forms, review all travel arrangements if required, all restaurant reservations if requiredOversee the organization and maintain the permits and renewal calendarOversee Membership renewals (ex. ASLA, Garden Conservancy, etc.)Manage the renewal of all permit registrations/2290/special permits annuallyManage the renewal of landscaper/contractor permits as neededEnter cash receiptsQUALIFICATIONS:Excellent verbal and written communication skillsExcellent interpersonal and customer service skillsProficient in Microsoft Office Suite or related softwareExcellent organizational skills and attention to detailBasic understanding of clerical procedures and systems such as recordkeeping and filingAbility to work independentlySpanish language proficiency a plus