The Office Assistant is an entry level assistant position, whose main responsibility includes assisting with general office and administrative duties for the designated, assigned department.
Provides general office support by answering phones, taking and delivering messages, rerouting calls as needed, filing, data entry, managing incoming and interoffice mail, maintaining/deleting/delivering electronic faxes, FedEx (pick-up, deliveries, etc.).
Answer inquiries about company and provides customer service as needed.
Helps maintain, organize and update staff on office activities.
Communicates and maintains company information by posting and maintaining policies in common area, distributing updated contact information, and other information as needed.
Maintains and ensures that shared workspaces such as the kitchen, storage room, and conference rooms are well stocked with supplies and are kept tidy and clean to support employees and maintain optimum daily operations. Office assistant will also help in this area by maintaining a clean refrigerator, running dishes through dishwasher, clean out conference rooms after meetings, etc).
Maintains, adds, and redistributes company cell phones for employees as required.
Learns how to operate all office machines such as photocopier/scanner, fax machines, voice mail/phone systems and personal computers. If an IT or facility problem cannot be easily resolved through troubleshooting, the Office Assistant will coordinate with appropriate personnel (facilities, IT, etc) for assistance until the problem(s) have been resolved.
Interfaces with accounting, payroll, vendors, sister companies, and clients as needed.
Supports with department-level budgets as directed.
Gathers and assembles receipts in order to prepare monthly reports for review for credit card billing and payments.
Excellent organizational and multi-tasking skills.
Ability to track down and effectively manage financial reports and documents with little supervision.
Good working knowledge of all MS Office programs (Word, Excel, Outlook, PowerPoint, etc.)
Experience with general office duties.
Excellent phone communication and customer service skills.