Office Assistant

Job Description

Job Description

We are looking for a dependable Office Assistant to support daily front-office operations in Scarborough, Maine. This is a Long-term Contract position for someone who enjoys creating order, providing excellent customer service, and keeping administrative tasks moving efficiently. The role is fully onsite and offers the opportunity to work across several departments while helping maintain smooth day-to-day business operations.

Responsibilities:

• Welcome guests and callers in a courteous manner, respond to routine inquiries, and connect them with the appropriate team members.

• Manage incoming and outgoing mail, coordinate courier and express shipments, and keep delivery processes organized and timely.

• Compile and share daily check logging information to support accounts receivable activities.

• Perform scanning, indexing, and data entry tasks for other departments and other administrative functions with a high level of accuracy.

• Maintain organized digital files and electronic records so documents are easy to retrieve and properly stored.

• Track office supply levels, place replenishment orders, and help ensure the workplace remains stocked for daily operations.

• Provide general administrative assistance to project managers and internal departments as business needs arise.

• Support fleet-related administration by organizing maintenance and purchase records and monitoring vehicle registration documentation.

• Update and maintain the company-wide paid time off calendar and assist with scheduling-related coordination.

• Help coordinate employee meetings, training activities, company gatherings, and other internal events.

• Previous experience in an office support, receptionist, or administrative coordination role.
• Strong customer service skills with the ability to communicate professionally in person, by phone, and through email.
• Proficiency with Microsoft Office applications, including Excel, Word, and Outlook.
• Accurate data entry skills and strong attention to detail when handling records and documentation.
• Ability to manage multiple clerical tasks, prioritize work effectively, and stay organized in a busy office setting.
• Experience with document scanning, file organization, and general record maintenance.
• Comfortable handling inbound calls, scheduling support, and routine administrative requests.