Office Assistant

Overview

• Provide essential administrative support to ensure seamless office operations and enhance participant satisfaction in a dynamic, fast-paced environment.
• Handle incoming communications, correspondence, and deliveries with professionalism and efficiency.
• Maintain organized records by scanning, indexing, and filing documents according to retention policies.
• Assist with office supply management, facility requests, and pantry stocking to support daily operations.
• Ensure accurate processing of enrollment forms and address changes to maintain participant records.
• Support special projects and contribute to workflow improvements as directed by management.
• Maintain a professional appearance and demeanor to represent the organization positively.
• Collaborate with customer service teams to address participant-related concerns effectively.

Key Responsibilities & Duties

• Answer and route incoming calls, providing excellent service and taking messages when necessary.
• Sort, scan, and index incoming mail and correspondence efficiently to maintain organized records.
• Process outgoing correspondence using mail and postage machines accurately and promptly.
• Verify enrollment forms for completeness and notify participants of missing or invalid documents.
• Order office supplies and assist with facility requests to ensure smooth operations.
• Greet visitors and handle incoming deliveries with professionalism and courtesy.
• Participate in special projects and provide valuable input for workflow enhancements.
• Collaborate with team members to improve processes and ensure participant satisfaction.

Job Requirements

• High school diploma or GED required; college degree preferred for advanced roles.
• Minimum of 1 year of experience handling physical and electronic correspondence.
• Proficiency in MS Office applications and excellent time management skills.
• Strong organizational, problem-solving, and attention-to-detail abilities.
• Professional appearance and demeanor with exceptional communication skills.
• Ability to manage complex issues collaboratively and adapt to changing priorities.
• Dependability and punctuality are essential for supporting team objectives.
• Successful completion of drug screening and background check prior to employment.