Office Assistant

Job Description

Job Description

Benefits:

• Retirement Plan Matching
• Retirement Plan
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

OFFICE ASSISTANT

OVERVIEW :
The Office Assistant will support the daily operations of the office by performing a wide range of administrative and clerical tasks. This individual will assist various team members and management to help keep the office organized and running efficiently. The ideal candidate is dependable, detail-oriented, and able to work both independently and collaboratively.

Strong communication skills, professionalism when interacting with clients, vendors, and coworkers, and the ability to manage multiple tasks in a fast-paced environment are essential. The Office Assistant must be organized, proactive, and capable of handling basic office duties with accuracy and timeliness.

ESSENTIAL DUTIES :
1. Maintain efficient flow of information for the office team in handling the day-to-day administrative duties.

2. Operate a variety of small office equipment personal computer, printer, scanner, etc.

3. Demonstrate proficiency & efficiency in Microsoft Word, Excel, Outlook.
a. Creating, opening, editing, formatting, saving and printing documents
b. Creating, managing, formatting and printing data in a spreadsheet
c. Scheduling and managing appointments on a calendar
d. Writing email correspondence in a professional manner

4. Provide professional and courteous customer service to clients, vendors and visitors.
a. Answer incoming calls and direct them appropriately
b. Respond to emails and voicemails in a timely manner
c. Make reminder calls and accounts receivable follow up calls
d. Support overall customer satisfaction by ensuring prompt and accurate communication

5. Experience with CRM (Customer Relationship Management) systems and QuickBooks is considered a plus.

EDUCATION/EXPERIENCE : Minimum of a high school diploma or equivalent; an associates degree is preferred. Two or more years experience working in an office environment performing administrative tasks and providing support to coworkers.

OTHER QUALIFICATIONS :
1. Communicate effectively both verbally and in written form.

2. Possess a friendly demeanor and strong interpersonal skills to create positive relationships with coworkers, clients and vendors and promotes a positive company culture.

3. Demonstrate composure and resilience in various situations

4. Works independently and can multi-task but is also able to work collaboratively and maintain a team like atmosphere.

5. Adaptable to company procedures and receptive to constructive criticism.

SPECIFIC TASKS : The following list of tasks is not necessarily exhaustive. As the Company continues to grow, the duties and responsibilities of the Office Assistant will also grow and change.

Provide customer support - over the phone, in person or written communication with professionalism and courtesy.
o Answer incoming phone calls and emails
Make customer reminder calls for upcoming appointments
Make customer follow up calls for client satisfaction
Following up on past-due accounts with reminder calls and/or emails
Maintaining accurate records of customer calls, payments and balances
Data entry in QuickBooks
Apply for and obtain permits
Support the business in implementing, optimizing, and maintaining its technology tools and systems (tech stack, including, but not limited to:
o GPS systems
o CRM
o Customer outreach
o Streamlining processes
The hours are Monday through Friday from 7:30 AM to 4:00 PM, with a mandatory half-hour lunch break.
While performing the duties of this job, the employee may be regularly required to stand, sit, talk, hear, reach, stoop, kneel, and use hands and fingers to operate a computer, printer, telephone, and keyboard. You may also be required to lift items (such as a case of water or paper) up to about 40 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.