Office Assistant

Summary Description

Responsible for maintaining the company's records. Files and retrieves records as needed and ensures system is well organized. Manages the reception area of the office, including handling incoming phone calls as well as greeting and directing visitors to the office. Provides clerical and administrative support for all departments.

Essential Job Functions

• File records in alphabetical or numerical order as needed
• Retrieve files as necessary
• Responsible for boxing of invoices and upkeep of Cor-o-van
• Ensure no materials in file are lost.
• Be able to explain filing system to others
• Perform a variety of clerical functions, including, faxing, scanning and photocopying
• Receive and direct telephone calls and relay conversation and pertinent messages to others while maintaining accuracy, clarity and confidentiality.
• Greeting and directing visitors to the office.
• Directing clients and other callers to the proper source in order to address their needs.
• Handling of mail and mail merge process
• Assisting with data entry
• Printing of checks for clients, ensuring accuracy of check log
• Coordinating of FedEx process
• Maintain confidentiality of clients
• Perform other duties as assigned

Knowledge, Skills and Abilities

• Solid interpersonal skills and organization skills
• Proficiency with basic Microsoft Office (Word, Excel, Powerpoint) applications
• A high school diploma or equivalent
• Ability to follow pre-established guidelines to perform a variety of functions
• Ability to follow professional appearance and dress code guidelines
• Ability to communicate effectively and professionally with clients and others
• Ability to work independently

Front-End & Administrative Support

• Provide front desk receptionist support, including greeting visitors, answering incoming calls, and directing inquiries appropriately
• Assist with general administrative tasks to support daily business operations across departments
• Support HR and Accounting teams with clerical and coordination tasks as needed

Communication & Customer Support

• Communicate professionally via email, in person and telephone regarding general inquiries
• Provide clear, accurate, and courteous information
• Respond appropriately, maintaining a high level of professionalism

Preferred Experience

• Experience in Administrative support, HR support, or compliance-related roles
• Familiarity with documentation processes and recordkeeping standards
• Exposure to accounting or payroll operations is a plus
• Bilingual in English and Spanish is a plus