Administrative Assistant

Aquent is proud to partner with a leading organization at the forefront of delivering essential services-a true cornerstone of vital infrastructure dedicated to making a significant community impact. We are seeking a dynamic and proactive professional to join this innovative team, where your administrative expertise will directly support critical operations, uphold high standards of service delivery, and ensure the smooth functioning of vital systems that serve communities every single day.

The Opportunity

Are you ready to become an indispensable force within a highly collaborative and fast-paced environment? In this exciting role, you will leverage your meticulous organization and proactive support to directly fuel critical operations. By streamlining processes, ensuring seamless communication, and empowering a dedicated team to achieve its core mission, you will make a tangible difference daily. Your precision in managing diverse tasks will enhance overall efficiency, allowing the team to focus on strategic objectives and directly contribute to the success of essential community services.

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, including specific correspondence like demo letters.
• Review and complete customer relationship management tasks to maintain highly 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 and track orders and invoices using Oracle.
• Assist with follow-ups for high-level stakeholder meetings, critical project discussions, and presentation preparation.
• 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.
• 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.

What Will Make You Stand Out

• Experience with ordering systems, particularly Oracle.