Office Administrative Assistant

Job Summary

We are seeking a detail-oriented and organized Office Administrative Assistant to support our daily operations. The ideal candidate will possess strong office management skills, excellent communication abilities, and proficiency with various computer applications. This role involves managing front desk duties, handling correspondence, and providing exceptional customer service to ensure smooth office functionality. Bilingual skills are a plus, as well as experience in medical or dental reception, bookkeeping, and data entry. The successful candidate will play a vital role in maintaining an efficient and welcoming office environment.

Responsibilities

- Greet visitors and manage front desk operations with professionalism and courtesy

- Answer multi-line phone systems promptly and effectively, demonstrating excellent phone etiquette

- Manage calendar appointments and schedule meetings using Microsoft Office and Google Workspace tools

- Perform data entry, filing, and proofreading to ensure accuracy of records and correspondence

- Utilize QuickBooks for basic bookkeeping tasks and financial record management

- Support office management tasks including organizing documents, maintaining supplies, and overseeing administrative workflows

- Provide customer support via phone, email, or in person to address inquiries and resolve issues efficiently

- Assist with clerical duties such as typing reports, managing emails, and supporting personal assistant functions as needed

- Maintain organizational standards for document management and office cleanliness

- Manage Office building tenants and vendors to issue work orders and pay invoices.

- Should be able to work with sales reps and marketing teams on trade shows, flyers, marketing materials, brochures.

- Take service calls and create a ticket in service work order software.

- Co-ordinate the AR and AP with the team

- Promptness, Accuracy, Creativity and Diligence is the key to successful administrative roles.

Qualifications

- Proven experience in office administration or clerical roles with strong organizational skills

- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace, and data entry software

- Experience with QuickBooks or bookkeeping is preferred

- Excellent communication skills with professional phone etiquette; bilingual abilities are a plus

- Strong computer literacy including familiarity with multi-line phone systems, calendar management software, and office management tools

- Previous experience in medical or dental reception is advantageous but not required

- Ability to handle multiple tasks efficiently while demonstrating excellent time management skills

- Attention to detail in proofreading, filing, and data entry tasks

- Prior customer service experience demonstrating professionalism and patience

This position offers an opportunity to work in a dynamic environment where organizational skills and customer service excellence are valued. We seek a motivated individual eager to contribute positively to our team while developing their administrative expertise.

Pay: $45,000.00 - $55,000.00 per year

Benefits:

- Dental insurance

- Health insurance

- Health savings account

- Vision insurance

Work Location: In person