Office Assistant

About the role

LighthouseAI provides pharmaceutical state licensing software and services to pharmaceutical manufacturers, wholesale distributors, logistics companies, and pharmacies. The LighthouseAI product suite includes LighthouseAI Intelligence®, which uses artificial intelligence to automate compliance requirement research, and LighthouseAI Management® which enables maintenance. LighthouseAI creates a stress-free and streamlined state licensing experience with support from our expert industry veterans and professional solutions. This is a full-time in office position in Narberth/Penn Valley, PA.

Responsibilities

• Document Management: Organize and maintain physical and digital files, ensuring accurate and efficient record-keeping.
• Shred confidential and outdated documents in compliance with company policies.
• File and retrieve documents as needed.
• Process incoming mail for project managers, including opening, scanning, and uploading documents.
• Convert files to different formats as needed (Adobe PDF, etc.).
• Maintain and update the client database (Lighthouse – Document Repository).
• Mailroom and Office Support: Serve as a backup for the mailroom, handling tasks in the absence of designated staff and assisting with mail related requests.
• Prepare and coordinate mail drops and deliveries through UPS, USPS, and FedEx.
• Receive and distribute incoming packages and correspondence efficiently.
• Assist with conference-related shipments and other special projects as assigned.
• General Office Tasks: Perform light housekeeping duties, such as breaking down and disposing of boxes to maintain a clean and organized workspace.
• Lift and move items up to 40 lbs as required for shipments, office organization, and supplies management.
• Support various administrative functions as needed based on business requirements.
• Administrative Duties: Take on additional responsibilities and tasks as determined by the evolving needs of the company and its customers.
• Support front office and office manager duties as needed.
• Demonstrate flexibility and a proactive approach to meeting dynamic organizational goals.

Qualifications

• 2+ years of office administration or document management experience.
• Previous experience in a law firm is preferred but not required.
• Proficiency with Microsoft Office Suite, Adobe PDF, and document management systems/databases.
• Strong organizational skills with attention to detail and accuracy.
• Effective written and verbal communication skills; ability to handle confidential information professionally.
• Flexible, proactive, and able to manage multiple priorities in a fast-paced environment.
• Ability to lift up to 40 lbs and perform light housekeeping/office support tasks.

Pay

$24/hour

Benefits

• Health, Dental, Vision Insurance
• STD, LTD, Life Insurance
• 401(k)
• 10 Paid Holidays
• 3 weeks PTO annually

Schedule

Monday-Friday 8am - 4:30pm