Office Assistant

The Office Assistant is responsible for handling all office support functions necessary for keeping all administrative areas of the office operating.

Responsibilities

Accounts Payable functions including:

  • Accounting: includes basic AR accounting duties; collecting checks from the mail and inputting them into the Accounting system and any other tasks assigned by the Controller
  • Answer telephones and email in a professional and courteous manner, always exemplifying outstanding customer service; additionally, greet all visitors at the reception desk and escort to the office
  • Order all office supplies and coffee
  • Run the dishwasher daily and keep kitchen organized
  • Order food for lunches and parties
  • Mail distribution including coordination of all incoming and outgoing mail, packages, etc.
  • Printing and organization of internal Marketing materials
  • Assist Executive staff with schedules, meetings and travel arrangements
  • Attend to all other Executive staff support requests as needed.
  • Building operations—coordinate all general office needs for cleaning, security, etc.
  • Ensure new employees have required documentation and materials required for employment
  • Secure building access for all employees. Ensure that access is disabled for ex-employees
  • Maintain and update all contracts and customer files

This is not necessarily a complete list of duties. The position may include other duties as necessary.

Qualification Requirements/
Job Specifications

Education
High school diploma, or equivalent experience.

Work Experience
1–2 years of office management

Skills
Strong knowledge of Microsoft Office. Excellent organizational skills. Excellent written, verbal and interpersonal skills.

Physical Demands

Working time
40 hours per week/M–F

Working Conditions
Office Environment

Lifting/Carrying
Typically, no lifting more than 15 lbs.

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