Full job description

Overview
We are seeking a dynamic and organized Office Assistant to join our team and help keep our daily operations running smoothly. This vital role offers an exciting opportunity to contribute to a professional environment where efficiency, customer service, and attention to detail are highly valued. As an Office Assistant, you will be the first point of contact for visitors and callers, manage administrative tasks, and support office management activities with enthusiasm and professionalism. This paid position is perfect for someone eager to develop their administrative skills while making a positive impact in a fast-paced setting.

Duties

• Greet visitors at the front desk with friendly, professional demeanor and direct them appropriately
• Manage calls efficiently using proper phone etiquette
• Perform data entry and maintain accurate records using Microsoft Office, Google Workspace, and other office software
• Organize files, handle filing systems, and ensure documents are properly stored and easily accessible
• Support bookkeeping tasks using QuickBooks or similar accounting software as needed (No need previous experience with QuickBooks)
• Provide excellent customer support by addressing inquiries via phone or email and ensuring timely follow-up
• Perform clerical duties such as proofreading documents, preparing correspondence, and managing office supplies
• Support office management activities including organizing meetings, maintaining cleanliness, and coordinating special projects
• Receive and organize mail and packages for the office
• Organize and maintain Outlook calendars for supervisors, coordinating meetings and appointments as needed

Qualifications

• Proven experience in an office environment with strong organizational skills
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace tools
• Excellent phone etiquette
• Bilingual (English & Spanish)
• Strong typing skills (40-50 words per minute) with attention to detail for data entry and proofreading tasks
• At least one year of office, clerical, or administrative experience preferred
• Ability to handle multiple tasks efficiently while maintaining professionalism under pressure
• Demonstrated time management skills to prioritize responsibilities effectively
• Strong communication and customer service skills
• Great attitude and flexible team player willing to assist the team in different areas