Office Assistant
The Office Assistant provides essential administrative support to ensure the smooth and efficient operation of daily office activities. This role handles routine administrative tasks, supports assigned projects, and assists multiple departments as needed.
Key Responsibilities & Duties
Reception & Communication
- Greet and assist visitors in a professional and friendly manner
- Answer, screen, and direct incoming phone calls
- Respond to general inquiries and route messages appropriately
Administrative Support
- Perform accurate data entry
- Scan and maintain digital and physical filing systems
- Prepare reports and organize documentation
- Manage digital document filing, including encrypted files and email correspondence
- Collect, file, and organize office documents, including confidential records
Office Operations
- Order, restock, and manage inventory of office and kitchen supplies
- Maintain organized and functional common office areas
Mail & Logistics
- Sort and distribute incoming mail and packages
- Prepare outgoing mail and coordinate courier services
Clerical & Financial Support
- Photocopy, scan, and fax documents
- Assist with accounts payable and accounts receivable
- Perform basic bookkeeping, invoicing, and banking tasks
- Maintain accurate financial and administrative records
Qualifications & Skills
Experience
- 1–2+ years of experience in an administrative or office support role preferred
Technology
- Proficiency in Microsoft Office Suite (Word, Excel)
- Experience with office equipment (printers, scanners, copiers)
- Working knowledge of QuickBooks is not required, but it is helpful
Communication
- Excellent written and verbal communication skills
- Strong interpersonal skills with the ability to collaborate across teams
Organization
- Strong organizational and time-management skills
- Ability to prioritize and multitask in a fast-paced environment
- High attention to detail and accuracy
Education
- High school diploma or GED required
- Associate degree preferred
Physical Requirements
- Ability to sit for extended periods
- Proficient keyboarding skills
- Ability to lift light office supplies (up to 20 lbs.)
- Ability to move throughout the office as needed
