OFFICE ASST

Part-Time Office Assistant

Position Type: Part-Time

Reports To: Owner

Schedule: Approximately 15–25 hours per week, depending on business needs

Position Summary

The Office Assistant will provide administrative and organizational support to the owner across multiple business and personal matters. This position requires someone who is organized, dependable, comfortable handling confidential information, and able to manage multiple tasks without constant supervision.

The Office Assistant will help keep paperwork, emails, bills, appointments, records, follow-ups, and other administrative responsibilities organized and completed on time.

Responsibilities

• Manage and organize emails, documents, files, and correspondence.
• Prepare and send professional emails, letters, forms, and other documents.
• Maintain organized electronic and physical filing systems.
• Scan, copy, print, upload, download, and organize documents.
• Assist with invoices, bills, receipts, statements, and payment records.
• Track important due dates, renewals, licenses, insurance documents, contracts, and other deadlines.
• Make phone calls and follow up with vendors, utility companies, government agencies, brokers, contractors, lenders, insurance companies, and other business contacts.
• Schedule appointments, meetings, inspections, service calls, and other activities.
• Maintain calendars and provide reminders for important deadlines and appointments.
• Assist with gathering documents requested by accountants, lenders, attorneys, insurance companies, landlords, and other professionals.
• Help maintain records for multiple businesses and properties.
• Organize contracts, leases, loan documents, utility records, tax documents, and business correspondence.
• Enter information into spreadsheets and maintain basic tracking reports.
• Assist with online forms, applications, registrations, and renewals.
• Track outstanding items and follow up until they are completed.
• Handle mail and help identify items requiring immediate attention.
• Research basic business information, vendors, services, pricing, and other items as requested.
• Coordinate document signatures and maintain copies of completed documents.
• Maintain confidentiality regarding business, financial, employee, and personal information.
• Perform other administrative and organizational duties as assigned.

Qualifications

The ideal candidate should be organized, responsible, detail-oriented, and comfortable working independently.

Preferred qualifications include:

• Previous administrative or office experience.
• Strong written and verbal communication skills.
• Comfortable using email, Microsoft Word, Excel, Google Docs, Google Sheets, and online portals.
• Good organizational and follow-up skills.
• Ability to prioritize multiple assignments.
• Ability to communicate professionally with vendors and business contacts.
• Comfortable handling confidential financial and business information.
• Reliable transportation and dependable attendance.
• Ability to learn new systems and procedures quickly.

Important Skills

The person in this position should be especially strong at organization and follow-through . If something is assigned, the Office Assistant should track it until it is resolved rather than simply sending one email or making one phone call.

The position requires good judgment regarding which matters can be handled independently and which matters should immediately be brought to the owner's attention.

Confidentiality

Because this position may have access to financial records, contracts, banking-related documents, business information, employee information, and personal records, strict confidentiality is required at all times .

Core Expectation

The purpose of this position is to reduce the owner's administrative workload by keeping important matters organized, following up consistently, and making sure deadlines and outstanding items do not get missed.

Work Schedule

• Monday to Friday