Job Description

Position Overview:

The Office Assistant will play a crucial role in maintaining the organization and efficiency of the office. The ideal candidate will be responsible for general administrative tasks, supporting office operations, assisting with clerical duties, and ensuring that the office environment runs smoothly. The role requires strong organizational skills, attention to detail, and the ability to manage multiple tasks simultaneously.

Key Responsibilities:

• General Office Support :
• Answer and direct phone calls, taking messages when necessary.
• Greet visitors and direct them to the appropriate person or department.
• Maintain a tidy and organized office environment, ensuring that common areas are clean and stocked with necessary supplies.
• Handle incoming and outgoing mail and packages.
• Administrative Duties :
• Assist with filing, organizing, and maintaining office records and documents (both physical and digital).
• Manage office supplies, ensuring inventory is stocked and ordering new supplies as needed.
• Schedule meetings, appointments, and conference calls for team members or executives.
• Assist in preparing meeting rooms for presentations or client meetings.
• Data Entry and Document Management :
• Perform data entry tasks, including updating and maintaining spreadsheets, databases, and records.
• Assist with preparing reports, presentations, and other documents as requested by managers or staff.
• Help with the creation, organization, and maintenance of office documentation and files, ensuring compliance with company standards.
• Scheduling and Coordination :
• Manage and coordinate daily office schedules, including booking meeting rooms and arranging travel or accommodations for staff.
• Assist in coordinating company events, such as team-building activities, training sessions, or employee meetings.
• Communication and Correspondence :
• Prepare and send official correspondence, including emails, memos, and letters.
• Assist with communication between departments, vendors, and clients, ensuring timely responses to inquiries.
• Support for Team Members :
• Provide administrative support to team members as needed, including managing calendars, organizing travel, and handling special projects.
• Assist in organizing and maintaining office equipment and ensuring it's in good working condition.

Required Skills and Qualifications:

• Education :
• High school diploma or equivalent; Associate's degree or some college coursework is a plus.
• Experience :
• Prior experience in an office setting or administrative role is preferred but not required.
• Skills :
• Strong organizational and time-management skills.
• Excellent communication skills, both written and verbal.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to multitask and work efficiently under pressure.
• Strong attention to detail and accuracy in all tasks.
• Attributes :
• Positive attitude with a willingness to learn.
• Ability to work independently and as part of a team.
• Professional demeanor and strong customer service skills.

Preferred Qualifications:

• Experience with office management software (e.g., G Suite, Office 365).
• Basic knowledge of accounting or bookkeeping practices.
• Familiarity with office equipment, such as printers, fax machines, and copiers.

Job Types: Full-time, Permanent

Benefits:

• Cell phone reimbursement
• Internet reimbursement
• Paid sick time
• Paid time off

Schedule:

• Day shift

Work Location: In person