Office Assistant

Office Assistant

Newfold Digital is a leading web technology company serving millions of customers globally. Our customers know us through our robust portfolio of brands. We have some of the industry's most prominent and storied go-to-market brands, including Bluehost, HostGator, Domain.com, Network Solutions, Register.com and Web.com. We help customers of all sizes build a digital presence that delivers results. With our extensive product offerings and personalized support, we take pride in collaborating with our customers to serve their online presence needs. The strength of our company lives in the intersection of our people, our customers, and our brands.

The Office Assistant is responsible for supporting daily office operations, managing front desk and reception activities, coordinating onsite administrative needs, and providing support across Finance, Legal, HR, IT, and general business operations. This role serves as a key point of contact for employees, visitors, vendors, and internal teams, helping ensure the office runs smoothly, professionally, and efficiently.

What You'll Do & How You'll Make Your Mark

• Operate the corporate phone line and ensure calls and voicemails are directed to the appropriate teams.
• Welcome visitors, coordinate security badges, and assist with visitor clearance processes.
• Maintain inventory of office supplies, food, beverages, mailing supplies, and postage.
• Receive, sort, and distribute mail to departments, while retaining legal, tax, and other important documents as needed.
• Coordinate vendor access and onsite supervision for recurring service providers, including facilities, storage, pest control, and supply vendors.
• Track conference room reservations, office equipment, and related onsite resources.
• Coordinate reservations, food orders, room setup, and logistics for onsite meetings below the C-suite level.
• Maintain required HR, Legal, operational postings, certificates, and office documentation.
• Support shipping and fulfillment needs, including FedEx web lock pins, customer service requests, affinity groups, and corporate swag.
• Arrange Iron Mountain retrievals for tax, legal, HR, or other business records as needed.
• Provide general onsite administrative support, including printing, filing, shipment receipt, cleanup, and office organization.
• Provide backup support for IT equipment logging and shipping when needed.

Finance and Records Support

• Assist with tax-related administration, including scanning certificates and forms and sending checks or forms to the IRS and state offices as needed.
• Support corporate card administration by forwarding U.S. cards to employees and activating and storing cards for other countries.
• Maintain records of incoming checks and route payments to the appropriate lockboxes for CAD, U.S. Brands, Netfirms, MarkMonitor, and other applicable groups.
• Scan legal checks for approval prior to processing when required.
• Assist Accounts Payable with printing checks for U.S. and Canadian entities.

Legal and Compliance Support

• Send time-sensitive notices, forms, and legal documents as requested.
• Collect, record, and maintain accrual information.
• Coordinate signatures and notarize documents as needed.
• Order supplies for Legal team members and paralegals, including specialty paper, ink, and other business needs.
• Receive subpoenas and support secure paperwork handoffs with law enforcement or other parties under Legal direction.

Who You Are & What You'll Need to Succeed

• Prior experience in office management, reception, administrative support, facilities coordination, or a similar role.
• Strong organizational skills with the ability to manage multiple priorities and time-sensitive requests.
• Professional communication skills and the ability to interact with employees, visitors, vendors, and internal teams.
• High attention to detail, especially when handling mail, legal documents, financial records, office supplies, and confidential materials.
• Ability to maintain discretion and confidentiality when supporting Finance, Legal, HR, and executive operations.
• Comfortable using office technology, shipping systems, printers, scanners, and common business tools.
• Notary certification preferred or willingness to obtain if required for the role.

Work Environment

This is an onsite role that requires regular interaction with employees, visitors, vendors, and cross-functional teams. The Office Manager should be comfortable working in a fast-paced office environment, responding to daily operational needs, and providing reliable support across departments.

Why You'll Love Us

• Work-life balance. Our work is thrilling and meaningful, but we know balance is key to living well.
• We celebrate one another's differences. We're proud of our culture of diversity and inclusion. We foster a culture of belonging. Our company and customers benefit when employees bring their authentic selves to work. We have programs that bring us together on important issues and provide learning and development opportunities for all employees. We have 20 + affinity groups where you can network and connect with Newfolders globally.
• We care about you. We provide excellent Health Insurance options to fit you, HSA, Medical, Dental, Vision, Matching 401K, Life/AD&D/STD/LTD, Tuition Reimbursement, Pet Insurance, Generous vacation policy, and much more!
• Where can we take you? We're fans of helping our employees learn different aspects of the business, be challenged with new ta

Employment with Newfold Digital is at-will and nothing in this Job Description should be interpreted or construed to alter the at-will employment relationship.

This Job Description includes the essential job functions required to perform the job described above, as well as additional duties and responsibilities. This Job Description is not an exhaustive list of all functions that the employee performing this job may be required to perform. The Company reserves the right to revise the Job Description at any time, and to require the employee to perform functions in addition to those listed above.