General Office Assistant (#2458)

Job Description

Job Description

General Office Assistant

Location : Salt Lake City, UT (In Office)

Part - Time - Starts at 20 hours per week up to 31

We are looking for a dependable and detail-oriented General Office Assistant for a part-time role to support day-today operations across a variety of administrative and organizational tasks. This is a dynamic role suited for someone who thrives in a fast-paced environment, juggles competing priorities with ease, and takes ownership of diverse responsibilities.

Essential Duties:

• Provide general administrative support and assist with various projects as assigned, often under tight deadlines and shifting priorities.

• Manage utility accounts across multiple properties. Download bills, enter costs, and track usage trends to flag anomalies or savings opportunities.

• Research, resolve, and follow up on invoice discrepancies and other data requests, ensuring timely and accurate resolution.

• Process and enter bills into Bill.com, maintaining accuracy and timely approval routing.

• Maintain and update Notion databases for property assets and vendor services, ensuring records stay current and organized.

• Manage pet insurance policies and claims, including renewals, filings, and recordkeeping.

• Assist with expense reports and monthly reporting.

• Oversee vehicle management, including registration, maintenance scheduling, and recordkeeping.

• Maintain contact and vendor databases, ensuring accuracy and completeness across systems.

• Order and track office supplies, managing inventory and vendor relationships to ensure timely restocking.

• Run occasional errands in Salt Lake City, UT or Boston, MA as needed.

• Other duties and responsibilities as assigned.

Education, Software and Tools Experience:

• High school diploma or equivalent required; Associate's or Bachelor's degree preferred.

• 1-3 years of administrative, bookkeeping, or office support experience, ideally in property management, real estate, or a family office setting.

• Experience handling accounts payable or invoice processing is strongly preferred.

• Experience with QuickBooks Online, Bill.com, Notion, Microsoft Word and Microsoft Excel are strongly preferred

The Ideal Candidate Will:

• Take initiative and follow through on tasks with minimal supervision.

• Work with a high level of confidentiality, integrity, and discretion.

• Be able to perform fast-paced, high volume of transactions, and multi-task.

• Be a quick learner, be result-oriented, have beginning-to-end follow-through, and be highly detail-oriented.

• Adapt quickly to shifting priorities and be comfortable wearing many hats.

• Bring a proactive, problem-solving mindset to research and follow-up tasks (invoices, data discrepancies, vendor issues).

• Be comfortable learning and working across multiple software platforms and systems.

• Be reliable and flexible enough to run errands or handle occasional in-person tasks in Salt Lake City, UT

• Have strong interpersonal skills, professional poise, and a true teamwork mentality.