Office Assistant

Purpose of the Job:

To serve as the first point of contact for clients, vendors, and deliveries, providing excellent customer service, and assisting with administrative tasks to ensure smooth office operations.

Key Responsibilities:

1. Client and Visitor Interaction:

⦁ Acts as the point of contact for clients and visitors both in person and over the phone.

⦁ Schedules and maintains use of conference rooms, coordinating any special equipment or refreshment needs.

⦁ Validates parking for clients and visitors as needed.

2. Office Coordination:

⦁ Liaises with management and submits/monitors maintenance requests.

⦁ Coordinates with parking personnel for new employees.

⦁ Organizes office events, such as holiday parties, birthday celebrations, and training sessions.

3. Administrative Duties:

⦁ Performs clerical duties including typing, copying, scanning, file maintenance, time entry, and expense reports.

⦁ Receives, records, and distributes mail and packages; processes outgoing mail and packages.

⦁ Orders condolence and celebratory flowers or meals as requested.

4. Equipment and Vendor Management:

⦁ Operates and maintains office equipment including copiers, printers, and phone systems.

⦁ Coordinates with IT and vendors for necessary repairs and maintenance.

5. General Support:

⦁ Provides support as requested by the Management team, including tasks outside the scope of this job description.

Required Qualifications:

1. Education:

⦁ High School Diploma or General Education Degree (GED) required.

2. Experience:

⦁ Experience with multi-line phone systems and clerical duties in a professional setting.

3. Skills:

⦁ Accurate typing ability (minimum 35 WPM).

⦁ Proficiency in Microsoft Office Suite.

⦁ Strong organizational, prioritization, and attention-to-detail skills.

⦁ Excellent interpersonal skills, with the ability to communicate courteously and professionally.

Physical Requirements:

1. Ability to sit, bend, stoop, and use a computer and telephone for extended periods.

2. Occasionally required to lift items weighing 25-50 lbs.

Performance Measures:

1. Goals:

⦁ Prompt and courteous client interactions.

⦁ Accurate and timely completion of clerical tasks.

2. Competencies:

⦁ Strong attention to detail and organization.

Ability to multitask in a high-volume environment.

Working Conditions:

1. Work may require more than 40 hours per week under certain circumstances.

2. The position involves handling confidential information, requiring impeccable integrity.