Office Assistant

Office Assistant

The Office Assistant provides onsite administrative and operational support within a corporate office environment. This role partners closely with the Office Manager and internal teams to coordinate office processes, support administrative needs, and ensure smooth day-to-day office operations. Responsibilities include maintaining front-desk coverage, supporting hospitality and shared-space readiness, responding to real-time office needs, and assisting with planning, coordination, and documentation to maintain an organized and professional workplace.

Duties & Responsibilities

• Serve as an onsite point of contact for incoming calls, voicemails, visitors, vendors, and interviewees, routing communications and monitoring access appropriately
• Provide front-desk coverage and support visitor processes as needed.
• Receive, coordinate, and distribute incoming and outgoing mail, packages, and deliveries
• Maintain conference rooms, kitchens, copy areas, and other shared spaces to ensure organization and readiness
• Provide support for meetings and events
• Order, stock, and distribute office supplies; manage inventory planning and vendor coordination
• Partner with the Office Manager to support office operations, workflows, and administrative initiatives
• Provide administrative support to departments and leadership, including scheduling, documentation, and coordination tasks
• Maintain, update, and support shared office procedures, guides, and informational documentation
• Assist with planning and coordination of meetings, internal projects, office initiatives, and onboarding logistics
• Respond to immediate, onsite office needs in collaboration with the Office Manager and internal teams

Qualifications

• One-year certificate from a college or technical school; or one year of related experience and/or training; or an equivalent combination of education and experience
• Prior experience in a corporate or professional office environment

Competencies

• Ability to operate a PBX, VoIP, or multi-line telephone system
• Strong organizational skills and attention to detail
• Proficiency in operating general office computers and equipment
• Ability to work independently and collaboratively
• Calm, friendly, and professional demeanor in all situations
• Proficiency in Microsoft Office (Word, Outlook, Teams) or comparable software
• Ability to use SharePoint intranet portals and document storage
• Ability to manage multiple tasks, prioritize work, and meet deadlines
• Professional communication skills and discretion when handling confidential information

Work Environment & Physical Requirements Performs sedentary work in an office environment with limited lifting (less than 10 pounds) or walking required. Close visual acuity required to perform work at computer terminal. No exposure to adverse environmental conditions. Requires repetitive typing motion, talking, hearing, grasping and feeling.

The job description outlines the general nature and scope of work employees perform in this role. It's not intended to be an exhaustive list of all duties, responsibilities, or qualifications required for the position. The company reserves the right to modify, revise, or update the job description to meet business needs.