Job Details

Office Assistant

Position Summary

The Office Assistant & Courier will act as the back-up Front Office Coordinator and will support the team with front desk duties and inter-office deliveries and errands. Additionally, this position provides a broad range of administrativeand operations support for Corporate Services and other project teams. This dual role requires flexibility and strong interpersonal skills.

Essential Functions

• Acts as back-up Front Office Coordinator for breaks, lunches and other times.

• Run business errands and inter-office deliveries and pick-ups.

• Provide prompt, courteous and professional phone and in-person service to both internal and external customers.

• Monitors break room and conference room areas to ensure conditions and equipment are clean and everything is working properly. Resolves and coordinates any issues or repairs as may be needed. Assists with conference room set-up and take down.

• Takes weekly inventory of kitchen and office supplies. Works in conjunction with Front Office Coordinator on ordering of replacement items.

• Ensures kitchen and break room areas are cleaned and supplies are restocked daily and as needed.

• Works with Front Office Coordinator on all domestic mailings and shipping and coordinates with the Logistics Department on international shipments.

• Picks up internal mail and prepares for USPS pick up.

• Provides mail and package delivery throughout the office.

• Helps Front Office Coordinator on organizing lunches and other special food orders and deliveries for all departments, as needed. Includes assisting with set-up and take-down.

• Ensures copiers are restocked with paper each day.

• Assist with conference room set-up and take down and ensures conference rooms are cleaned and ready to go for the next meeting.

• Assists with escorting vendors and visitors to the appropriate office area.

• This position will be required to drive while performing errands for the office.

• May be asked to assist with Board of Directors and Executive Management while in town.

• May be asked to call and/or schedule with office and routine maintenance.

• Other duties as assigned.

• High school diploma or relevant qualification.

• One+ year experience in a similar role is required.

• Valid Driver's License with clean driving record.

• Attention to detail and reliability.

• Advanced organizational and multitasking abilities.

• Customer Service oriented and multitasker.

• Superb written and verbal communication skills.

• Excellent organizational skills, customer service experience and multi-tasking abilities.

• Strong knowledge or MS Office programs, including Outlook is required. Previous experience with MS Teams, preferred.

• While performing the duties of this job, the employee is regularly required to, stand, sit, talk, hear, and use hands and fingers to operate a computer.

• The ability to work at a computer and computer monitor and use repetitive motion for long periods of time.

• Walking and standing are required when moving between different areas of the office and performing duties off-site or between sites.

• Proficiency in using hands and fingers for typing, handling documents, and operating office equipment.

• Ability to read and interpret documents, computer screens, and other written information.

• Adequate hearing ability to answer phones and communicate with visitors and coworkers. Ability to work with moderate noise (i.e. business office with computers, phone, and printers, moderate traffic)

• Occasionally lifting and carrying light objects, such as files, documents, and office supplies, typically up to 10-20 pounds. Ability to reach, bend, and stoop occasionally to access files and office equipment.

• Talking: Clear verbal communication skills to interact with clients, visitors, and colleagues effectively.