Job Description

Job Title: Office Assistant

Summary

The Office Assistant is responsible for providing comprehensive administrative and clerical support to the organization, ensuring the smooth and efficient operation of the office. This role serves as the front-line ambassador of the company, managing various communication channels, project scheduling, and general office duties. The ideal candidate is organized, proactive, a strong communicator, and proficient in basic office software.

Key Responsibilities

Administrative & Clerical Support

• Welcome Guests: Greet and welcome visitors, ensuring they are directed to the appropriate person or meeting room in a professional manner.
• Communication Handling: Answer, screen, and direct phone calls; manage incoming and outgoing mail, faxes, and deliveries.
• Scheduling: Coordinate and manage comprehensive scheduling for staff, projects, and resources.
• Data Entry & Filing: Create and maintain organized physical and electronic filing systems, documents, spreadsheets, and databases.
• Document Preparation: Draft, proofread, and format correspondence, reports, memos, and other documents as needed.

Office Operations & Maintenance

• Supply Management: Monitor and maintain inventory of the entire office supplies and breakroom necessities; place and track orders.
• Equipment Management: Ensure office equipment (e.g., printers, copiers) is functioning properly and coordinate maintenance/repairs when necessary.
• Office Presentation: Maintain the cleanliness and organization of the office common areas, reception area, and conference rooms.
• Vendor Coordination: Act as a liaison with vendors, building management, and service providers.

Support Tasks

• Assist with Projects: Assist with processing invoices, preparing invoices
• Event Coordination: Help plan and coordinate internal company meetings, events, or celebrations.
• Ad-Hoc Support: Provide general support to team and management, including travel arrangements and project-specific administrative tasks.

Qualifications

Required Skills & Experience

• High school diploma or equivalent; an Associate's or Bachelor’s degree is a plus.
• Proven experience (typically 1-3 years) working as an Office Assistant, Administrative Assistant, or in a relevant administrative/project management roles.
• Proficiency in Google Suite Applications and Apple products.
• Excellent written and verbal communication skills.
• Strong organizational and time management skills with the ability to prioritize and multi-task.
• Demonstrated ability to maintain confidentiality and handle sensitive information with discretion.
• Professional demeanor and strong interpersonal skills.

Preferred Skills

• Familiarity with standard office equipment (e.g., multi-line phone systems, scanners).
• Experience with a Customer Relationship Management (CRM) or database system.
• Basic knowledge of accounting principles for expense reporting.

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