PNW Ready Made Office Admin
Communication
Communication is a vital skill that is needed to build a solid foundation to the success of your business and strong communication skills are needed to complete administrative tasks in an effective manner. From answering the phones to writing emails to interacting with employees and managers, the professionals should be able to relay information clearly and concisely to others
By being both an active listener and active speaker you will have the knowledge and understanding of any situation to be able to make the best decisions for your business. Here are common administrative duties related to communication:
- Business correspondence via email and letter
- Prompt responses to clients, vendor and general inquires
- Communicating with all stakeholders in your business
Lack of response is one of the biggest issues that small businesses face. While the delay may be justified because of a heavy workload and the order of importance, it does not set well with the one asking for a response. Some of the most innocuous requests that are dismissed can bring the whole operation to a halt by being ignored.
An efficient, knowledgeable Admin will be able to take care of these requests on time and keep your operation going at full speed.
Computer & Technology
Running a business, small or enterprise, involves all kinds of technology and having an office administrator who can navigate between different programs, websites and applications is vital.
Most administrative roles use computers and web-based portals to complete their tasks. Here are several administrative duties related to computers and technology:
- Using programs from the Microsoft Office Suite, such as Word and Excel
- Using various pdf readers and editors, such as Adobe and Kofax
- Using billing and time software to input information for clients and employees
- Managing office documentation using computer-based documentation software
Having an office admin that is comfortable with using various programs and applications is vital as it ensures that any task needing to be completed for clients and or employees is done seamlessly. With someone who is comfortable with using various programs and web-based portals required by clients is key to keeping your business running smoothly.
An efficient, knowledgeable Admin will be able to take care of these requests on time and keep your operation going at full speed.
Record Keeping
Record keeping goes hand in hand with Organization, Computers and Technology. Businesses, small and large, accumulate all kinds of records that will need to be organized and stored properly. This includes everything from receipts, employee files and client contracts.
Tasked involved with record keeping include:
- Scanning
- Storing on secure servers with appropriate permissions
- Uniform naming convention for easy searching
- Managing office documentation using computer-based documentation software
All records need to be secured physically and electronically. Having your records stored and organized will allow you to pull up any document needed, be it a Certificate of Insurance or a copy of your latest service agreement with your newest client.
Organization
Organization is a primary factor an office admin’s duty. Successfully handling various appointments, calendars, meetings, and other events in an effective manner to ensure the business continues to run efficiently.
Common administrative duties that fall under the category of organization include:
- Sorting and prioritizing communications and making sure the requested task is completed
- Organizing office files in a way that can be easily accessed and understood
- Filing various documents both on the computer and in filing cabinets
Specialized in Construction
Construction businesses are unique and stand out from other commercial and service-related businesses. There are many moving parts from bidding on jobs, insurance, material, permits, licenses, crews, and safety just to list the basics needed to get a construction project off the ground.
Having an experience admin that understands the pit falls and demands of what is needed, daily, weekly, and monthly to keep projects running smoothly and on time is essential.
- Onboarding New Employees, Vendors and Subcontractors
- I-9 Verification, Washington Intent & Affidavit filing for prevailing wages
- Collecting and recording daily production, timesheets and equipment used
Construction projects have many milestones that need to be tracked and having an administrator that understands deadlines, change orders and communicating between clients, project owners and construction managers.
Construction is fluid and you need a strong support administrator that can be proactive but also make changes when unique situations arise.