Office Assistant

Summary DescriptionResponsible for maintaining the company's records. Files and retrieves records as needed and ensures system is well organized. Manages the reception area of the office, including handling incoming phone calls as well as greeting and directing visitors to the office. Provides clerical and administrative support for all departments. Essential Job FunctionsFile records in alphabetical or numerical order as neededRetrieve files as necessaryResponsible for boxing of invoices and upkeep of Cor-o-vanEnsure no materials in file are lost.Be able to explain filing system to othersPerform a variety of clerical functions, including, faxing, scanning and photocopying Receive and direct telephone calls and relay conversation and pertinent messages to others while maintaining accuracy, clarity and confidentiality.Greeting and directing visitors to the office.Directing clients and other callers to the proper source in order to address their needs.Handling of mail and mail merge processAssisting with data entryPrinting of checks for clients, ensuring accuracy of check logCoordinating of FedEx process Maintain confidentiality of clientsPerform other duties as assignedKnowledge, Skills and AbilitiesSolid interpersonal skills and organization skillsProficiency with basic Microsoft Office (Word, Excel, Powerpoint) applicationsA high school diploma or equivalentAbility to follow pre-established guidelines to perform a variety of functionsAbility to follow professional appearance and dress code guidelinesAbility to communicate effectively and professionally with clients and othersAbility to work independentlyFront-End & Administrative SupportProvide front desk receptionist support, including greeting visitors, answering incoming calls, and directing inquiries appropriately Assist with general administrative tasks to support daily business operations across departments Support HR and Accounting teams with clerical and coordination tasks as needed Communication & Customer SupportCommunicate professionally via email, in person and telephone regarding general inquiries Provide clear, accurate, and courteous informationRespond appropriately, maintaining a high level of professionalism Preferred ExperienceExperience in Administrative support, HR support, or compliance-related roles Familiarity with documentation processes and recordkeeping standards Exposure to accounting or payroll operations is a plusBilingual in English and Spanish is a plus