Job Summary:
We are seeking a motivated and detail-oriented Administrative Office Assistant to join our team. This position plays a vital role in ensuring the efficient operation of our office by providing administrative support across various departments. The ideal candidate is organized, reliable, and capable of handling multiple tasks with a positive attitude and a high level of professionalism.
Key Responsibilities:
- Greet visitors, answer incoming calls, and handle inquiries in a courteous and professional manner
- Maintain and organize office files, records, and databases
- Coordinate meetings, including preparing meeting agendas and taking minutes
- Schedule service appointments and dispatch technicians as needed
- Manage incoming and outgoing mail and deliveries
- Assist with data entry, document preparation and proofreading
- Process invoices, receipts, and payments using QuickBooks Online
- Order and maintain inventory of office supplies and equipment
- Support HR, finance, and other departments with administrative tasks as needed
- Assist with payroll preparation and reconciliation of accounts
- Coordinate and maintain vehicle maintenance records
- Support field staff with administrative tasks, such as job documentation and permit filing
- Maintain cleanliness and organization of common office areas
- Perform other duties as assigned to support overall office operations
Qualifications:
- High school diploma or equivalent; associate's degree or higher preferred
- Proven experience in an administrative or office assistant role
- Proficiency with Quickbooks online, Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and Google Sheets
- Strong verbal and written communication skills
- Excellent time management and organizational abilities
- Ability to handle sensitive information with discretion
- Customer service orientation and a friendly, approachable demeanor
- Bilingual abilities is a plus but not required
Preferred Skills:
- Additional Requirements:
- Valid driver’s license and a clean driving record
- Must be able to pass a background check and drug screening (if applicable)
- Must be comfortable working in a dynamic, hands-on office environment with occasional field coordination
Work Environment:
- Standard office setting
- May require occasional lifting of office supplies or equipment (up to 50 lbs)
- Normal working hours: [e.g., Monday–Friday, 8:00 AM–4:30 PM]
Job Type: Full-time
Pay: $17.00 - $19.00 per hour
Benefits:
- Paid time off
- Retirement plan
Work Location: In person
