Office Assistant

Who is DocMagic

DocMagic is the leading provider of digital solutions for the eMortgage industry, including regulatory compliance, document generation, eSignature, and complete eClosings. DocMagic has been solving the mortgage industry's toughest challenges with innovative technology solutions since 1987. Today, we continue to lead the industry with award-winning proprietary software, mobile apps, and web-based solutions. Recent awards include HousingWire naming DocMagic a 2025 Tech100 winner for the 13th year in a row, recognizing our innovation in digital lending and our impact on the industry, as well as key employees receiving HousingWire Tech Trendsetter and Vanguard awards.

Why Work at DocMagic

At DocMagic, our culture is built on teamwork, innovation, and collaboration, which contribute to our reputation for excellence. We are committed to living these values every day. We offer competitive benefits, including comprehensive health coverage, paid time off, company-paid holidays and a 401K with company matching. We also offer on-site wellness classes, snacks and monthly food trucks. But it is not all about work; we believe in building connections, from team building activities to our employee gatherings, we love coming together to celebrate. Join us and be a part of a team that values innovation and is committed to shaping the future of work.

Position Summary

The Office Assistant provides administrative and front office support to ensure smooth daily operations, including handling communications, monitoring secure gated entry, and assisting with general office tasks. Serves as a professional point of contact for staff, clients, and visitors while maintaining an organized and efficient workplace.

Key Responsibilities

Front Desk & Office Support

• Serve as the first point of contact for incoming calls, ensuring accurate and efficient call routing.
• Maintain a high level of security by monitoring the parking lot to manage gated entry by screening and granting access to authorized visitors, vendors, and applicants.
• Greet visitors, vendors, and applicants in a professional and welcoming manner.
• Follow visitor sign in procedures and office security protocols.
• Receive, sort, and distribute incoming USPS mail and carrier-delivered packages.
• Maintain conference rooms to company standards, ensuring they are clean, organized, and ready for use.

Office Operations & Supplies

• Restock kitchen and workroom supplies as directed.
• Assist with shipping and generating FedEx labels for conference materials, equipment, and client gifts, including coordinating timely pickups.

Administrative & Event Support

• Provide support in coordinating travel arrangements for leadership, conferences, and HQ visits.
• Assist with scheduling meetings and coordinating conference room logistics.
• Perform set-up and clean-up for monthly office lunches, ensuring it is clean, organized, and presentable.
• Assist with ordering and picking up lunches for the leadership team and approved meetings.
• Distribute office communications and flyers as directed by the Office Manager.

Financial & Tracking Assistance

• Collect receipts and help maintain expense documentation for office-related purchases.

General Support

• Serve as a backup to the Office Manager and Office Coordinator during lunch breaks, PTO, or high-volume periods.
• Perform additional administrative or office support tasks as needed.

Skills & Competencies

• Strong customer service and interpersonal skills.
• Reliable, organized, and detail oriented.
• Ability to multitask in a fast-paced, in-office environment.
• Professional demeanor with a high degree of discretion.
• Clear verbal and written communication skills.
• Team-oriented, flexible, and willing to assist where needed.
• Ability to exercise sound judgment and decision-making skills.

Qualifications

• High school degree or higher.
• 1-3 years of experience in an office support or receptionist role preferred.
• Basic proficiency with Microsoft Office (Outlook, Word, Excel).
• Ability to lift light office supplies and assist with room setup