Job Overview
We are seeking a dynamic and organized Office Assistant to join our team and help keep our office running smoothly and efficiently. This role is vital in supporting daily administrative operations, managing front desk responsibilities, and providing exceptional customer service. The ideal candidate will be energetic, detail-oriented, and possess excellent communication skills. You will be the first point of contact for visitors and callers, ensuring a positive and professional experience at all times. This paid position offers an exciting opportunity to develop your office management skills in a fast-paced environment.
Key Responsibilities
Daily Administrative & Data Entry
- Enter approved projects only into master quotes and project lists
- Upload delivery tickets and documentation to shared drives
- Create and maintain documents and spreadsheets as requested by departments
- Assist with documents, inventory entries, and new document requests
Scheduling & Workflow Support
- Review and manage job applications for new positions
- Upload job postings and assist with applicant screening
- Coordinate with temporary staffing agencies as needed
- Adjust schedules and resume tasks as priorities change throughout the day
Compliance, Forms & Documentation
- Complete and maintain W-9 forms and vendor setup records
- Fill out tax-exempt forms, supplier registrations, COIs, waivers, solicitations, and bid forms
- Assist with new employee onboarding packets
Vendor, Contractor & Asset Coordination
- Meet with subcontractors to obtain quotes or coordinate repairs
- Follow up with contractors regarding vehicle and building maintenance
- Provide email updates on contractor status and completed work
- Track inventory related to warehouse, vehicles, and maintenance
Meetings & Research
- Join internal meetings to review tasks and conduct research as requested by departments
- Assist with meeting documentation and follow-ups
Office & Team Support
- Purchase office and cleaning supplies
- Assist with basic computer and printer troubleshooting
- Coordinate team-building activities, company lunches, and gift card purchases
- Arrange food runs for installers when needed
- Manage birthday cards and add new employees to company calendars
Qualifications & Skills
- Strong organizational and time-management skills
- Comfortable working with spreadsheets and digital documents
- Clear written and verbal communication skills
- Ability to multitask and adapt to changing priorities
- Professional demeanor when interacting with vendors, subcontractors, and agencies
- Basic computer and office equipment troubleshooting skills
Preferred (Nice to Have)
- Previous administrative or office assistant experience
- Familiarity with vendor management, project tracking, or inventory system
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Join us to be part of a vibrant team dedicated to delivering outstanding support while advancing your career in office administration!
Job Type: Full-time
Pay: $13.00 - $15.00 per hour
Work Location: In person
