Office Assistant

Job Title Department Reports to

Office Assistant Operations & Organizational Effectiveness VP, Ops & Org. Effectiveness

Employment Status FLSA Status Location

Part-Time Non-Exempt Louisville, KY

POSITION SUMMARY

The Office Assistant provides dependable administrative and workplace support that helps the Louisville office operate efficiently, remain organized, and present a professional environment for employees, visitors, vendors, and other business partners. This position coordinates communications, meetings, records, supplies, mail, attendance call-in reporting, new-hire materials, and routine office services while handling confidential information with discretion and accuracy.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Essential functions include but are not limited to the following:

• Provide day-to-day administrative support, including printing, scanning, copying, binding, filing, document distribution, information tracking, and report preparation.
• Answer the front door and incoming telephone calls; welcome visitors and route inquiries to the appropriate company contact.
• Monitor and appropriately route routine electronic and written communications with internal and external parties.
• Schedule outside meetings and planning sessions and maintain accurate appointment details.
• Protect confidential employee, applicant, business, and operational information in all formats.
• Coordinate meeting logistics, including room readiness, supplies, technology needs, catering, and post-meeting cleanup.
• Maintain a clean, orderly, and visitor-ready office; review the cleaning crew’s work and promptly report or address deficiencies.
• Monitor workplace needs, including office supplies, refrigerator stock, coffee service items, and air-purifier filters; replenish or reorder items within approved guidelines.
• Schedule routine office service appointments, including HVAC and pest-control visits, and communicate access or follow-up needs to the appropriate manager.
• Update company information boards and shared office displays as directed.
• Collect mail from the front mailbox and post office boxes; sort and distribute items promptly and securely.
• Prepare outgoing mail and shipments and complete local errands, including trips to the U.S. Postal Service and UPS locations.
• Prepare new-hire welcome materials, swag bags, forms, and other requested documents.
• Maintain and update approved company listings on eBay and Facebook Marketplace, including accurate item information and status updates.
• Review employee call-in notifications, report attendance information to the designated manager, and accurately record information in the approved system.
• Provide responsive, professional customer service to employees, visitors, vendors, and business partners.
• Perform other job-related duties consistent with the position’s purpose and assigned by an authorized manager.

QUALIFICATIONS/REQUIREMENTS

• High school diploma or equivalent.
• At least three years of administrative, office-support, receptionist, or closely related experience.
• Working proficiency with Microsoft 365 applications, including Outlook, Word, Excel, and Teams.
• Valid driver’s license, reliable transportation, and ability to complete local business errands.
• Ability to maintain confidentiality, follow established procedures, and accurately manage multiple priorities.
• Preferably current notary public commission or willingness to obtain one if requested by the company

Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. To perform this job successfully, the employee is frequently required to talk and hear; stand; walk; sit; use hands to grasp, handle or feel; reach with hands and arms; and stoop, kneel, crouch, or crawl. Prolonged periods of sitting at a desk and working on a computer. Must be able to access and navigate each department at the organization’s facility. The employee is occasionally required to lift and/or move up to 15 pounds without assistance. The employee is required to wear personal protective equipment such as safety glasses, etc. in production areas. Design Fabricators & Integrators is an Equal Opportunity Employer and complies with ADA regulations as applicable. Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The position is located in an office environment with controlled climate settings and low noise levels. The employee may frequently visit the production floor, with exposure to seasonal climates, odor, dust, and high noise levels. Note This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.