Office Assistant

Job Responsibilities

• Congduct all front desk duties, including answering the phone and assisting visitors
• Facilitate the upkeep of office equipment, including cleaning, maintenance, and repairs
• Maintain office supplies and food and beverage to predetermined inventory levels
• Manage all incoming and outgoing U.S. mail and express package services
• Scan documents and distribute them appropriately
• Oversee the scheduling of the conference rooms; order food and refreshments as needed
• Administer policies related to scheduling meetings, including inviting, sharing, rescheduling, and canceling
• Physically inspect the office daily and communicate material issues to property management personnel
• Track the status of work orders and approve vendor invoices
• Maintain files and records
• Provide clerical support as needed
• Perform other duties as assigned

Performance Objectives

• Customer service and personal interactions
• Punctuality and reliability
• Communication response time and professionalism
• Willingness to take on projects and learn a variety of concepts, practices, and procedures

Preferred Knowledge, Skills, Education, And Experience

• Exceptional customer service skills and an ability to develop a rapport with people
• Project management skills, including planning, organizing, and coordinating tasks
• Ability to respond to inquiries quickly and professionally
• Excellent written and verbal communication skills
• Strong analytical, organizational, problem-solving, and multitasking skills
• Proficiency with Microsoft Office products
• Associate’s or bachelor’s degree
• Valid driver’s license

Work Environment

• The Office Assistant works at the corporate office and interfaces with external and internal customers, tenants, and vendors throughout the day
• The hours for this position are 8:00 am to 5:00 pm, Monday through Friday
• This individual is the first point of contact for visitors, punctuality is essential
• This position is fully onsite with no opportunity for remote work
• The Office Assistant should be flexible and readily available depending on the needs of the company

Reporting Structure

• The Office Assistant reports to the Vice President of Property Management

Physical Requirements

• The Office Assistant’s physical condition must be sufficient for the consistent and successful completion of the responsibilities defined for this position
• This position frequently requires standing, walking, sitting, reaching with hands and arms, and lifting up to twenty-five pounds
• The Office Assistant must be able to drive occasionally during the course of work