Office Assistance

Benefits:

• Competitive salary
• Paid time off
• Training & development
  
  
  

Job Summary:

We are seeking a reliable and organized Office Assistant to support day-to-day administrative functions in a fast-paced office environment. The ideal candidate will be responsible for handling tasks such as answering phone calls, scheduling appointments, managing office supplies, processing documents, and providing general office support. Strong communication, multitasking, and organizational skills are essential. The Office Assistant will work closely with various teams to ensure smooth operations and assist in maintaining a positive work environment. This position offers the opportunity to contribute to a dynamic team while gaining valuable administrative experience.

Duties & Responsibilities:

• Familiar with PO/Invoicing systems and steps required to facilitate
• Requires an understanding of Billing/ Invoicing/transactions, verifying costs, and keeping track of monthly budget
• Excellent organizational skills with strong attention to detail
• Able to multitask and manage time/ tasks efficiently
• Manage all work orders and purchase orders in compliance with company policies and customer requirements
• Obtain and process customer work orders/purchase orders for scheduled routes and emergency services
• Able to multitask.
• Assist with work from the Office Manager and serve as the office receptionist
• Prepare letters, transmittals, memos, reports, forms and other business correspondence
• Edits documents (e.g., letters, reports, etc.) prior to client submittal
• Files correspondence and other documents
• Interfaces with accounting to open new jobs and ensure proper billing
• Assists in scheduling and confirming meetings
• Makes travel, conference and seminar arrangements
• Assists with project and department administration and coordination as required
• Receives and directs visitors, clients and applicants to proper individual
• Receives and relays incoming calls and takes messages in a timely manner
• Assists with handling miscellaneous request, office building issues, and coordination of office events
• Responsible for routine ordering of office supplies
• Assists with troubleshooting through various devices as needed in conference rooms for meetings
• Assists with troubleshooting issues with printers and plotters prior to service call
• Assist with onboarding of new employees
• Assist with Accounts Payable
• Assist with credit card reconciliation
  
  
  

Required Skills & Abilities:

• Must have exceptional attention to detail.
• Must be a self-starter and driven
• Strong problem-solving skills and analytical abilities
• Strong organizational and time management skills and ability to prioritize.
• Must demonstrate good interpersonal, verbal and written communication skills with the ability to read, write and understand English. Bilingual English/ Spanish; not required but preferred.
• Excel, Word, Outlook and PowerPoint knowledge
• Must be dependable and able to work a set schedule
• Excellent proofreading and editing skills
• Strong written and verbal communication skills
• Ability to work effectively in a team environment, multi-task, and accurately work under pressure in meeting deadlines
  
  
  

Education & Experience:

• At least 2-5 years of related experience; Not required but preferred.
• High School Diploma or Equivalent; Required
• Must have experience and be proficient with Microsoft Office and Google Business.