Administrative Assistant

American Bureau of Shipping (ABS)

What You Will Do:

• Screens telephone calls, takes clear and complete messages and directs calls to the appropriate individual.
• Handle routine and semi-routine matters on behalf of the supervisor or manager.
• Processes correspondence by use of a word processing system. Composes routine correspondence on behalf of the supervisor or manager.
• Opens, sorts, and distributes mail, and performs non-routine clerical tasks with limited supervision.
• Sets up and maintains files in a timely and organized manner.
• Handle incoming and outgoing fax messages and relative filing.
• Maintains office supply inventory for the department and keeps track of the manager's schedule.
• Make travel arrangements as necessary.
• Arranges and secure meeting rooms for meetings or events.
• Monitors client account receivables, and mails out monthly client statements.
• Uses the accounts receivables system to manage and maintain account records and client feedback.
• Follows internal collections process instructions for communicating with clients on overdue payments and invoices.
• Prepares weekly activity reports for the principal surveyor or manager.

What You Will Need:

Knowledge, Skills, and Abilities

• Ability to develop a working knowledge of ABS Rules, Guides, statutory regulations, and related instructions, as well as the ABS Employee Safety Policy.
• Strong clerical skills including word processing and spreadsheets capabilities.
• Advanced general office skills, knowledge of file maintenance, recordkeeping, and use of standard office equipment.
• Excellent arithmetic skills.
• Good interpersonal and communication skills.
• Ability to respond to confidential and non-routine telephone inquiries in a business-like manner.
• Obtain a working knowledge of the ABS Health, Safety, Quality and Environmental Management Systems.

Reporting Relationships:

Reports directly to the Department Manager or another designated Supervisor.