Job Overview
We are seeking an energetic and detail-oriented Office Assistant/Receptionist to join our dynamic team! In this vital role, you will be the first point of contact for visitors and callers, ensuring a welcoming and professional environment.
The Office Assistant provides administrative and clerical support to the daily operation of Three O LLC guaranteeing professional attention to visitors, suppliers, customers, as well as organized management of documents, correspondence and invoices. Performs a key role in the Coordination of office tasks, purchasing, transportation, and support in accounting and other processes. audit.
Your organizational skills and office management expertise will keep daily operations running smoothly. The ideal candidate is proactive, bilingual (Spanish/English), and possesses strong computer literacy to support various office functions.
Duties
- Receive and attend to visitors in the office, channeling their needs or referrals to the appropriate personnel.
- To answer and route telephone calls in a professional and timely manner.
- Receive, classify and distribute physical mail and emails from general account.
- Record accounts payable in the SAGE 100 accounting platform.
- File paid invoices in their respective files.
- Generate purchase orders according to office and project needs.
- Make daily purchases of materials related to the projects and the office.
- Maintaining inventory and material control in the offfice.
- Reconcile the petty cash handled by the Administrative Assistant and submit control reports.
- Support yearly audit processes with the collection of documentation required.
- Support in the auction process, including organizing documents and follow-up.
- Coordinate with fright companies the transportation and importation of materials and equipment adquired abroad.
- Greet visitors warmly and manage front desk operations with professionalism and enthusiasm
- Answer multi-line phone systems promptly, directing calls efficiently using proper phone etiquette
- Manage appointment scheduling and calendar coordination for staff and clients
- Perform data entry, filing, and document proofreading to maintain accurate records
- Support in the preparation of bid packages and supporting documentation
- Support Accounting Department staff during yearly audit process
- Support in the reconciliation of petty cash from the office
- Utilize Microsoft Office Suite for correspondence, reports, and presentations
- Assist with bookkeeping tasks using SAGE accounting software
- Support office management activities including office supplies inventory, mail distribution, and general administrative support
- Provide excellent customer service by addressing inquiries and supporting client needs both in person and over the phone
- Maintain a tidy reception area and organize files to ensure easy access to information
- Support in the logistics of internal meetings and in the organization filling of administrative documents.
- Collaborate in updating forms, registers and databases administrative.
- Perform other tasks assigned by the Supervisor or Management related to the operation of the office.
- Support the team and administrative staff in general tasks.
Minimum Requirements
- High school diploma or associate degree in Office Systems or related area.
- Minimum of 1 to 2 years of experience in administrative functions or secretarial.
- Practical knowledge of invoicing, purchase orders , and petty management cash.
- Intermediate proficiency in Microsoft Office and accounting system (Sage) preferable).
- Proficiency in the Spanish language and functional knowledge of English.
Knowledge, Skills, and Abilities
- Knowledge of administrative processes, correspondence handling, filing and billing.
- Experience with accounting systems, preferably SAGE 100.
- Ability to generate 6 purchase orders and handle petty cash.
- Organization, attention to detail, and efficient management of time.
- Clear and professional communication, both oral and verbal written.
- Ability to serve customers and visitors with courtesy and a customer -oriented approach service.
- Proficiency in office programs (Word, Excel, Outlook).
- Capacity to work in a team environment, managing confidential information with the upmost care and discretion.
Decision-Making and Additional Job Requirements
- Use judgment to prioritize administrative tasks and address urgent requests.
- Escalate to supervision any financial or administrative matter outside of his/her delegation of authority.
- Maintain a professional attitude towards clients, suppliers, and visitors.
- Ensure accuracy in handling invoices and correspondence.
Working Conditons
- The work is primarily office-based, involving prolonged periods of sitting and constant computer and phone use.
- Maintain contact with visitors, suppliers and project’s staff
- Ability to differentiate colors (documentation/coding).
- The position may require occasional periods of prolonged standing.
- Availability to work overtime, holidays, weekends, and to answer calls/emails outside of business hours when operations require it.
This position offers the chance to develop your administrative expertise while making a meaningful impact every day.
Work Location: In person
