Administrative Assistant / Data Entry Clerk

Administrative Assistant / Data Entry Clerk

The Administrative Assistant / Data Entry Clerk provides administrative and clerical support to facilities and operational teams through data entry, record maintenance, invoice processing, customer service, and general office support activities. This role is responsible for managing shared communications, maintaining accurate records and tracking documents, coordinating vendor communications, and supporting daily office operations in a fast-paced environment. The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities while maintaining accuracy and professionalism.

Job Responsibilities

• Monitor and manage shared email inboxes, responding to routine inquiries and routing requests to appropriate personnel.
• Answer incoming phone calls, take messages, and provide general administrative support.
• Process invoices, including completing payment documentation, scanning records, and submitting payment requests.
• Perform accurate data entry and maintain electronic and physical records.
• Update and maintain spreadsheets, databases, tracking logs, and operational records.
• Coordinate work orders and service requests through designated tracking systems.
• Communicate with vendors regarding billing inquiries, quotes, service requests, and account-related matters.
• Maintain equipment tracking records and other administrative documentation.
• Support facilities, leasing, and operational teams with administrative tasks as assigned.
• Ensure accuracy, completeness, and confidentiality of records and documentation.
• Assist with special projects and additional administrative duties as needed.

Job Requirements

• High school diploma or equivalent required.
• Proven experience in administrative support, office administration, or data entry roles.
• Proficiency with Microsoft Outlook, Microsoft Excel, and other Microsoft Office applications.
• Strong data entry skills with a high level of accuracy and attention to detail.
• Strong written and verbal communication skills.
• Excellent organizational and time management skills.
• Ability to prioritize tasks and manage multiple responsibilities simultaneously.
• Strong customer service and professional communication skills.
• Ability to work independently and as part of a team.
• Proficiency in maintaining records, spreadsheets, and tracking systems.

Work Experience

• Previous experience in an Administrative Assistant, Office Assistant, Administrative Clerk, Data Entry Clerk, Office Coordinator, Administrative Support Specialist, or similar role required.
• Experience with invoice processing, billing support, and vendor communications preferred.
• Experience with work order management systems and ticketing platforms preferred.
• Experience supporting facilities, operations, or leasing functions is a plus.