We are seeking a highly organized and responsible office assistant to join our growing organization. In this position, you will perform clerical tasks, answer phones, and sort mail. Other duties will include assisting managers, tax prepares and bookkeepers with preparing documents, organizing files, managing existing documents, and generally keeping the office organized, tidy, and running smoothly.
Main Job Tasks and Responsibilities (Bilingual A Plus)
- Answer phone calls within three rings in a pleasant and professional manner, directing callers as needed.
- Meet and greet guests and walk-ins with a smile and friendly disposition, answering questions or directing them to the proper department or individual.
- General clerical duties including photocopying, fax and mailing.
- Maintain and retrieve documents from electronic and hard copy filing system.
- Prepare written responses to routine inquiries and handle requests for information and data.
- Prepare and modify documents including correspondence, reports, drafts, memos and emails.
- Schedule and coordinate meetings and appointments and prepare agendas for meetings and prepare schedules.
- Record, compile, transcribe and distribute minutes of meetings.
- Open, sort and distribute incoming correspondence.
- Order, maintain and inventory office supplies as necessary (usually at the end of the month)
- Perform light bookkeeping (payment tracking and customer invoicing) at the end of every month, coordinating with accounting to ensure accuracy and that all tax responsibilities are met.
- Offer administrative and clerical support and manage daily administrative activities.
- Handle all incoming and outgoing deliveries, including signing for them, calling for pickup, confirming delivery and making sure recipients receive their packages.
- Help maintain the appearance of the office, which includes conference rooms, office supply closet and waiting room.
Requirements
Education and Experience
- High school diploma or its equivalent
- At least one year of experience as primary/main office assistant
- Computer skills and Current knowledge of Microsoft Office Suite
- Knowledge of operation of standard office equipment.
- Knowledge of clerical and administrative procedures and systems.
- Knowledge of principles and practices of basic office management.
- Superior writing, proofreading and grammar skills
Key Competencies
- organization and planning skills
- work management and prioritizing skills
- verbal and written communication skills
- problem solving ability
- attention to detail
- accuracy
- flexibility
- reliability
- teamwork
Benefits
Benefits
Full time employees have the option to sign up for;·
- Life Insurance
- Legal insurance
- Bonuses and company trips
- Continued Education
Employees receive financial services for free or at cost.