Office Assistant

Job Description

The Office Assistant plays a key role in supporting daily operations by managing incoming communications, coordinating job assignments, and ensuring accurate tracking and reporting across multiple systems. This position serves as a central hub between clients, project managers, and internal teams to maintain efficiency and organization.

Communication & Intake Management

• Answer and route all incoming calls in a professional and timely manner
• Review and process incoming job requests from various channels
• Accurately enter job details into internal systems

Job Coordination & Assignment

• Assign new jobs to appropriate team members
• Send assignment communications with all relevant job details
• Ensure visibility across teams by including key stakeholders in communications
• Assist with coordination and support of urgent or time-sensitive jobs

Documentation & Reporting

• Ensure all job information is properly documented and updated in internal systems
• Maintain and update tracking spreadsheets with accuracy and consistency
• Prepare and distribute weekly reports summarizing job assignments

Client & Vendor Support

• Send required requests to vendors as needed for job processing
• Manage and send customer review requests
• Oversee customer feedback and engagement platforms

Invoicing & Administrative Oversight

• Manage invoicing processes for the service department
• Ensure invoices are completed accurately and in a timely manner
• Support general administrative functions to keep operations running smoothly

Qualifications

• Strong organizational and multitasking skills
• Excellent written and verbal communication
• High attention to detail and accuracy
• Ability to prioritize tasks in a fast-paced environment

Required Skills

• Experience with CRM systems
• Proficiency in Microsoft Excel or Google Sheets
• Strong customer service skills
• Proven ability to manage competing priorities

Preferred Skills

• Experience in service-based or project-based environments
• Familiarity with project management or workflow systems, communication tools, and invoicing processes
• Ability to coordinate across multiple teams and roles