Job Description

Job Description

Job Description

Description:

Job Title: Operations Administrative Assistant Reporting To: Operations Manager

Division: Operations & Logistics Location: Midway, GA

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Town & Country Living is a global leader in home décor, textiles, and design. Our expanded family includes Home Dynamix and Amalgamated Textiles, providing more than 60 years of combined experience in the home décor industry. The combination of all three companies together brings unmatched expertise and excellence in sales, design, development, sourcing, supply chain efficiencies, customer service, and e-commerce fulfillment. With our company’s diverse multi-product assortment across all home categories, we can provide excellent offerings and service to our retail partners while responding quickly to the ever-changing needs of the marketplace.________________________________________

SUMMARY

The Administrative Assistant plays a vital role in ensuring the smooth operation of the office by managing communication, scheduling, document handling, supply ordering, and providing support to the team. They are also responsible for maintaining organization, assisting with project tasks, and handling confidential records.

KEY RESPONSIBILITIES:

• Handles incoming calls, directs them to the appropriate staff, takes messages, and responds to inquiries.
• Manages and responds to emails, organizes inboxes, and ensures prompt and professional communication.
• Sorts, distributes, and processes incoming and outgoing mail and packages.
• Schedules and manages appointments, meetings, and events for executives or team members.
• Coordinates meeting logistics, including booking conference rooms, preparing agendas, and ensuring necessary materials are ready.
• Sends reminders for appointments or follow-up on tasks as needed.
• Drafts, edits, and proofreads correspondence, reports, presentations, and other documents.
• Maintains both digital and physical filing systems for easy retrieval and organization of documents.
• Accurately input and update information in databases or spreadsheets.
• Monitors office supplies and places orders when necessary, ensuring inventory is stocked.
• Coordinates maintenance or repairs for office equipment (e.g., printers, copiers, and computers).
• Provides administrative support to team members and departments, including research, organizing materials, and helping with project tasks.
• Arranges travel itineraries, including booking flights, hotels, and transportation, and preparing travel-related documents.
• Maintains expense reports, tracks spending, and submits purchase orders or reimbursement requests.
• Communicates with staffing agencies to confirm scheduling and daily attendance.
• Reconciles temporary staff invoices to daily timecards and prepares for management approval to submit to AP.
• Handles confidential documents and sensitive information with discretion.
• Welcomes visitors, directs them to the appropriate staff or meeting rooms, and offers refreshments.
• Assists clients or customers with general inquiries, either over the phone, via email, or in person.
• Organizes materials for meetings, takes meeting minutes, and distributes them to relevant stakeholders.
• Ensures that action items from meetings are tracked and followed up on.
• Manages requests for information, reports, and other office-related tasks.
• Ensures the office runs smoothly by maintaining organization, cleanliness, and order.
• Assists with organizing office events, meetings, or team-building activities.
• Provides basic troubleshooting assistance for office equipment (printers, phones, computers) and liaises with IT when necessary.
• Perform other tasks as needed.

QUALIFICATIONS

• Knowledge of standard office equipment:
• Computers and office software
• Printers, copiers, scanners, and fax machines
• Multi-line phone systems and conferencing tools
• Postage machines and paper shredders
• Label makers, filing systems, and document organizers
• Presentation equipment like projectors
• Badge Readers and Key Cards
• Proficient in Microsoft 365:

Microsoft Excel – Intermediate/Advanced

• Basic data entry and formatting for clear and organized spreadsheets.
• Familiarity with formulas like SUM, AVERAGE, and COUNT to perform calculations.
• Basic understanding of pivot tables to summarize and analyze data
• Ability to create and interpret charts and graphs for reporting.
• Knowledge of sorting, filtering, and data validation to maintain accurate and consistent records.
• Basic understanding of pivot tables to summarize and analyze data

Microsoft Outlook

• Proficiency in composing, sending, and organizing professional emails.
• Expertise in managing multiple calendars, scheduling meetings, and coordinating appointments.
• Knowledge of setting up and managing tasks, reminders, and contact lists.
• Ability to use advanced features like filters, rules, and shared calendars.

Microsoft Teams

• Familiarity with using Teams for real-time communication and collaboration, particularly for remote meetings or discussions with other departments
• Ability to organize and share documents, reports, and updates within Teams channels for efficient teamwork.

Microsoft SharePoint

• Document Management
• Task and Project Support
• Meeting Coordination
• Communication
• Forms
• Team Collaboration
• Template Management

Microsoft Word

• Proficiency in formatting, editing, and organizing text and documents.
• Experience with templates, styles, and headers/footers to ensure consistency and professionalism.
• Familiarity with Track Changes, Mail Merge, and document collaboration features.
• Ability to protect and share documents securely and efficiently.

Microsoft PowerPoint

• Strong understanding of creating, editing, and formatting slides.
• Ability to integrate multimedia elements (videos, images, etc.).
• Experience with data visualization, including charts and graphs.
• Proficiency in using templates

Adobe Acrobat

• Creates, edits, and organizes PDF files.
• Creates fillable forms and manages form data.
• Familiarity with adding security features like passwords and redactions to sensitive documents.
• Proficiency in annotating, commenting, and collaborating on PDF documents.
• Knowledge of optimizing and compressing PDFs for easy sharing
• Excellent verbal and written communication skills.
• Outstanding interpersonal skills.
• Excellent organizational and administrative skills.
• Strong data entry skills and attention to detail.

EDUCATION AND EXPERIENCE

• High school diploma or GED
• One+ years of experience as an administrative assistant or in a related position

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