Administrative Assistant; Hanover, MD

Administrative Assistant

Full Time

Location:
Hanover, MD

Schedule:
Monday-Friday

Compensation: $20-$25 hourly

Coach USA/Dillons in Hanover is looking for a highly organized and detail-oriented Administrative Assistant for our front office. The administrative assistant supports all types of operations including answering phones, day-to-day scheduling, data input, daily office upkeep, mail, and emails. This position supports the Vice President/General Manager in maintaining the routine functions of the day. In addition, the administrative assistant assists with special activities, some of which involve attendance at evening events.

The administrative assistant must exercise excellent judgment and communication skills to deal with a broad spectrum of people, including administration, management, staff, customers, and all visitors. This position handles sensitive and confidential information regularly, so diplomacy, tact, and discretion are essential skills.

• Health, Dental, and Vision Insurance
• Term life insurance (company paid and voluntary)
• 401(k) plan
• Generous Paid time off
• Employee Assistance Program “EAP”
• Free membership for “Tickets At Work” for exclusive employee deals
• Growth Opportunities with one of the largest privately held transportation companies in North America.
• Paid Weekly

• Manage day to day professional business of Vice President/General Manager which includes screening calls, emails, and correspondence and follow up as appropriate
• Coordinate managerial appointments, meetings, events, interviews, and manage calendars
• Coordinate travel arrangements including flights, car service, and hotels when needed
• Prepare documents, correspondence
• Develop itineraries and agendas
• Develop reports as needed and communicate regularly with Vice President/ General Manager
• Prepares expense reports
• Responds to mail where appropriate or distributes mail requiring attention to appropriate individuals
• Answer & Transfer Operator Calls, as needed to the appropriate party
• Assist with any questions that callers may have
• Assist to quote Charters & Book Charters via phone, email, or walk-in
• Payment Follow ups for upcoming trips/request & upload signed contracts
• Enter charter payments (credit cards, checks, cash)
• Process Credit card payments called in by customers
• Prepare Expense money & envelopes for charters
• Prepare paperwork for drivers (maps, instructions, work orders)
• Employee Uniforms (Ordering, Distributing, Vouchers, etc.
• Ordering of all office supplies, when needed
• Plan meetings & take detailed minutes
• Projects requested by your supervisor
• Other tasks needed within Office duties for the Sales Dept/General Manager

• Excellent verbal and written communication skills.
• Solid interpersonal skills including a friendly manner and well-groomed appearance
• Reliable transportation with the ability to travel
• Proficiency with Microsoft Office suite
• Ability to work with all levels of internal management and staff, as well as outside clients and vendors
• Ability to multi-task and meet or exceed expectations
• Organizational and analytical skills
• A firm sense of individual responsibility and initiative
• Time Management
• Adaptability
• An energetic and flexible demeanor
• Ability to handle confidential information
• Attention to detail and accuracy
• Ability to effectively present information in a clear, concise format one-on-one and in small groups
• Ability to demonstrate reasoning capability by dealing with problems involving several concreate variables in standardized situations
• Transportation Industry experience is a plus

Coach USA is an Equal Employment Opportunity employer. In compliance with Federal and State equal employment opportunity laws, qualified applicants are considered for all positions without regard to race, color, religion, national origin, sex (including gender identity, sexual orientation, and pregnancy), age, genetic information, disability, veteran status, or other protected class.