Job Summary:

The Office Assistant is responsible for providing support to assigned areas of the office including reception, file room, mail room, and facilities. 

Job Duties:

Receives and logs incoming faxes, packages, etc.   Retrieves and distributes incoming mail and packages Processes and logs outgoing mail and packages (via Federal Express, UPS, certified mail, etc.) and arranges for courier service and/or takes mail to post office, if needed Monitors postage meter balance and purchases additional postage, as necessary Maintains inventory and coordinates ordering, stocking and distribution of all commonly used office, janitorial and kitchen supplies  Performs basic maintenance of office equipment (copiers, fax machines, postage meter) and contacts third party for service, as needed Prepares and maintains conference rooms  Completes general facilities tasks, including light maintenance, loading and unloading dishwasher and basic cleaning duties coordinating with landlord, as needed Creates new client files and organizes on-site file room Retains and archives client files according to firm standards Manages transmission of files to and from off-site storage, maintaining accurate records of file location and retention dates Acts as receptionist when necessary to answer and direct incoming calls, assist callers with questions, and take messages, as needed Prepares workstations/offices for new employees by completing a cleaning of the current space and set up of telephone, computer and office supplies  Administers ID badge and access card procurement, if needed Scans and distributes via email incoming paper documents to staff/clients  Scans documents into paperless document management systems Prepares documents including duplication, collation, binding and quality control, as requested Collaborates with employees regarding “hoteling” by storing employee files and supplies in a secure location and delivering files and supplies to the employees’ work location, as needed  Other duties as required

Qualifications, Knowledge, Skills and Abilities:

Education:

High School diploma, GED or equivalent required

Experience:

One (1) year of experience in office services / facilitates or similar position

License/Certifications:

N/A

Software:

Proficiency in Microsoft Office Suite

Language:

N/A

Other Knowledge, Skills & Abilities:

Strong verbal and written communication skills Ability to adapt communication style to successfully convey message and objective to diverse audiences  Capacity to successfully multi task while working independently or within a group environment  Capable of working in a deadline-driven environment with an attention to detail

 

Individual salaries that are offered to a candidate are determined after consideration of numerous factors including but not limited to the candidate’s qualifications, experience, skills, and geography.                                                                    

California Range: $24.00/hr - $30.00/hr
NYC/Long Island/Westchester Range: $17.00/hr - $27.00/hr
Washington Range: $20.00/hr - $26.00/hr