Office Assistant - Receptionist

Office Assistant

Schedule: Monday-Friday, 7:00 a.m.-3:30 p.m.
Position Type: Full-time
Language: Bilingual English/Spanish preferred, but not required

Position Summary

We are seeking a dependable, detail-oriented Office Assistant to support a company specializing in commercial doors and hardware, with a strong focus on government projects. This position involves extensive paperwork, electronic file management, data entry, bid follow-up, order tracking, and administrative support.

The ideal candidate is computer-savvy, organized, and a strong "finisher" who follows tasks through to completion. Training will be provided, but the successful candidate must take initiative and ensure deadlines, paperwork, and outstanding items are completed accurately and on time.

Key Responsibilities

• Assist with preparing, tracking, and following up on government bids and project opportunities.
• Support the submission of proposals, project documents, and required paperwork.
• Follow up on orders, project requirements, deadlines, and pending documentation.
• Perform accurate data entry and maintain organized electronic files in a paperless environment.
• Convert, edit, organize, and manage PDF documents.
• Update project and customer information in Monday.com CRM.
• Assist with administrative and basic accounting tasks using QuickBooks.
• Use Microsoft Excel, Word, Outlook, and other Office applications daily.
• Communicate with vendors, customers, project contacts, and internal team members.
• Work alongside the current assistant and share administrative responsibilities.
• Confirm that assigned tasks are completed and follow up until outstanding matters are resolved.
• Provide general office and project support as needed.

Qualifications

• Previous office, administrative, data-entry, project-coordination, or order-processing experience preferred.
• Strong computer skills and the ability to learn new systems quickly.
• Proficiency with Microsoft Office, including Excel, Word, and Outlook.
• Experience with PDF conversion and electronic document management.
• Familiarity with Monday.com and QuickBooks is preferred.
• Excellent organizational skills and attention to detail.
• Strong follow-through and ability to manage multiple priorities.
• Dependable, proactive, and comfortable working in a paperwork-intensive environment.
• Bilingual English/Spanish is preferred, but not required.

Employment Requirements

• Must complete a background check and drug screening.
• This is a drug-free workplace.
• Candidates must complete a DISC behavioral assessment as part of the selection process.

Compensation / Pay Rate (Up to): $18.00 - $20.00 Per Hour