We are looking for an Office assistant to organize and coordinate office duties and procedures. Your role is to create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication and safety. Previous experience as a front office receptionist or office administrator is necessary. You should have experience with a variety of office software (email tools, spreadsheets and databases) and be able to accurately handle administrative duties. Ultimately, you should be able to ensure the smooth running of the office and help to improve company procedures and day-to-day operation.
Responsibilities
- Manages office operations alongside the office manager.
- Schedule meetings and appointments.
- Makes improvements to increase efficiency and save money.
- Ensure that all items are invoiced and paid on time.
- Organize the office layout and order stationery and equipment.
- Maintain the office condition and arrange necessary repairs.
- Manage contract and price negotiations with vendors, service providers, and office lease.
- Screens incoming calls and correspondence, response proactively when possible.
- Processes incoming and outgoing emails.
- Greeting and providing general support to visitors.
- Assists company staff as required (e.g. stationery, Hardware and travel arrangements)
- Prioritizes tasks and assignments to meet scheduled deadlines.
- Partner with HR to update and maintain office policies as necessary.
- Coordinate with IT department on all office equipment.
- Run errands as needed.
- Plan in-house or off-site activities, like parties, celebrations and conferences
Skills
- A plus if Bilingual (English and Spanish)
- MUST have basic knowledge in the construction field
- Proven experience as an Office assistant, Front office receptionist or Administrative assistant
- Knowledge of office administrator responsibilities, systems and procedures
- Proficiency in MS Office (MS Excel and MS Outlook, in particular)
- Hands on experience with office machines (e.g. fax machines and printers)
- Familiarity with email scheduling tools
- Excellent time management skills and ability to multi-task and prioritize work
- Attention to detail and problem solving skills
- Excellent written and verbal communication skills
- Strong organizational and planning skills in a fast-paced environment
- A creative mind with an ability to suggest improvements
- High School degree; additional qualification as an Administrative assistant or Secretary will be a plus
Salary to be determined according to experience.
Job Type: Full-time
Pay: From $16.00 per hour
Schedule:
- 8 hour shift
- Monday to Friday
Experience:
- Microsoft Office: 3 years (Required)
- Administrative: 3 years (Required)
- Customer service: 3 years (Required)
Work Location: In person