Office Assistant

The Office Assistant is responsible for helping the organization with running of the daily administrative operations of the company.

 

Reports To

Executive Assistant

 

Responsibilities

• Maintain a consistent presence at the front desk.
• Answer incoming phone calls and screen sales calls and solicitors.
• Train with Customer Experience Team and assist with customer needs.
• Schedule pick ups
• Customer issues
• TRUX
• Greet guests, provide access to the front door and notify the appropriate contact of their arrival.
• Sort and deliver all incoming mail to the correct department and/or individual.
• Create FedEx packages upon request.
• Distribute inter-office mail, packages and envelopes to the appropriate departments and individuals.
• Ensure the front desk area remains tidy and free of clutter (no unattended packages or mail).
• Notify the shop, maintenance, janitor team(s) when boxes arrive.
• Reserve conference rooms and send bridge links if needed.
• Ensure conference room fridges are stocked and items are front faced.
• Monitor bottled/distilled water, pop, Perrier, etc. and notify the Executive Assistant, Office Services Assistant or Facilities Manager when supplies are low.
• Assist employees with retrieving office supplies (pens, Post-its, etc.) from the supply cabinet.
• Inform Executive Assistant of any special requests.
• Assist with Events department when needed.
• Report any areas that need to be cleaned.
• Perform other duties as required or assigned.

Qualifications

• Ability to work independently and as part of a team.
• Experience with Microsoft Office Suite (Word, Excel), Outlook, Power Point and Publisher.
• Must have good written and verbal communication skills.
• Bilingual English/Spanish, a plus.

Physical Demands / Environmental Factors

• Ability to lift and carry objects weighing from 15 to 25 pounds
• Ability to work occasionally in poor weather conditions, including heat, cold, rain, or snow