Office Assistant

Overview

• Provide administrative support to ensure efficient operations within the office environment.
• Handle mail, packages, and courier services, ensuring timely distribution and processing.
• Maintain inventory and coordinate ordering of office supplies and essentials.
• Perform basic maintenance tasks for office equipment and coordinate repairs as needed.
• Prepare and maintain conference rooms for meetings and events.
• Organize and archive client files in compliance with firm standards.
• Assist with employee parking arrangements and ID badge procurement.
• Support document preparation including scanning, duplication, and quality control.
• Collaborate with executive assistants to meet client and meeting needs.

Key Responsibilities & Duties

• Greet clients and visitors at the front desk, providing a professional and welcoming experience.
• Retrieve, distribute, and log incoming mail and packages efficiently.
• Process outgoing mail and packages, arranging courier services as necessary.
• Coordinate office supply inventory, ensuring availability of essential items.
• Perform light maintenance tasks and coordinate with third-party services for repairs.
• Prepare conference rooms and assist in organizing meetings and events.
• Administer ID badge and access card procurement processes.
• Scan and distribute incoming documents to staff and clients promptly.
• Maintain cleanliness and organization of office and café areas.

Job Requirements

• High School diploma or GED equivalent required.
• Minimum of one year experience in office services or facilities management.
• Proficiency in Microsoft Office Suite is essential.
• Strong verbal and written communication skills are required.
• Ability to adapt communication style for diverse audiences effectively.
• Capacity to multitask and work independently or collaboratively in a group environment.
• Attention to detail and ability to meet deadlines in a fast-paced setting.
• Professional appearance and demeanor for client interactions.
• Capability to perform on-site work at designated office locations.