Office Assistant

Description

Position Summary: The Office Assistant role provides essential administrative and clerical assistance to ensure the smooth, efficient daily operation of the office. This position supports staff and management with document preparation, correspondence, filing, data entry, and general office coordination, and plays a key role in maintaining organized office systems and delivering strong internal and external customer service.

Key Duties and Responsibilities:

• Greet visitors and answer, screen, and direct incoming phone calls and emails in a professional manner.
• Maintain a clean, organized, and welcoming reception area and shared office spaces.
• Maintain accurate physical and electronic filing systems, ensuring documents are organized and easily retrievable.
• Perform data entry and maintain the accuracy of company records and databases.
• Order and track inventory of office supplies and equipment.
• Operate office equipment and coordinate basic troubleshooting or service requests as needed.
• Schedule appointments and meetings and coordinate calendars for staff as needed.
• Process incoming and outgoing mail, shipments, and deliveries.
• Provide administrative support to other departments and assist with special projects as assigned.

Requirements

 Required Qualifications:

• High school diploma or equivalent required.
• At least one year of experience in an office support, administrative, or clerical role.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and standard office equipment.
• Strong written and verbal communication skills.
• Excellent organizational skills and attention to detail.
• Ability to maintain confidentiality of sensitive information.

Preferred Skills and Experience:

• Associate's degree in business administration or a related field.
• Bilingual (English/Spanish) communication skills.

Physical & Environmental Requirements:

Physical Demands:

• Prolonged sitting (office/administrative work)
• Lifting up to 20 lbs.
• Repetitive hand/wrist movements (typing, scanning, equipment use)

Work Environment:

• Office Environment