What are the responsibilities and job description for the Office Assistant position at Big Rig One Stop?
The key responsibilities, procedures, and best practices for an office assistant is to ensure the efficient operation of the office environment.
1. General Responsibilities
Office assistants are responsible for supporting the administrative team, maintaining office operations, and providing excellent customer service. This includes:
- Managing phone calls and correspondence (emails, letters, and packages).
- Maintaining office supplies and inventory.
- Assisting with scheduling meetings and appointments & finding overnight stays
- Collecting Payments, Purchase order numbers & Data Entry
2. Daily Tasks
- Opening the Office
- Unlock doors and turn on lights.
- Ensure the reception area is clean and organized.
- Checking Communication Channels
- Check emails and voicemail.
- Respond or forward messages as necessary.
- Document Management
- File incoming documents in the appropriate locations.
- Office Maintenance
- Restock commonly used supplies (e.g., paper, pens).
- Copy & highlight Service Writer Forms & Dispatch Sheets
- Assist Office Manager with any work that is requested
5. End of Day Maintenance
- Ensure all office areas, restrooms, and designated employee areas (meeting rooms, break rooms, etc.) are cleaned and tidy.
3. Weekly Tasks
- Scheduling and Calendar Management
- Confirm upcoming meetings and send reminders.
- Assist staff with calendar updates.
- Supplies Inventory Check
- Conduct a weekly review of office supplies.
- Submit orders to Office Manager for replenishment if needed.
- Equipment Maintenance
- Check printers, copiers, and other office equipment for functionality.
- Report any malfunctions to the Office Manager or facilities team.
4. Monthly Tasks
- Inventory Reporting
- Meeting Room Maintenance
5. Communication Guidelines
- Phone Etiquette
- Answer calls within three rings.
- Use a professional tone when speaking.
- Take clear messages and deliver them promptly.
- Email Etiquette
- Respond to emails within 24 hours.
- Use proper formatting and a professional tone.
6. Handling Visitors
7. Managing Supplies
- Ordering Supplies
- Stocking Supplies
8. Filing & Documentation
- Digital Filing
- Physical Filing
9. Meeting Preparations
- Before Meeting Preparation
- After Meeting Clean-up
10. Emergency Procedure Adherence
- Fire Evacuation
- Medical Emergencies
- Security Threats
Benefits
- Paid Vacation Benefits
- Paid Sick Day Benefits
- Paid Personal Day Benefits
- Dental Insurance
- Vision Insurance
- Life Insurance
- Employee of the Month Program
- Professional Development Opportunities
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