Office Assistant

Responsibilities

• Greet visitors in person or on the phone; answer or refer inquiries, take messages, and handle email as needed.
• Direct visitors to the appropriate company personnel; ensure all visitors, contractors, and customers sign in and receive badges upon entering the building.
• Maintain a safe and clean reception area and conference room by complying with procedures, rules, and guidelines.
• Respect confidentiality when discussing participant, consumer, staff, volunteer, and organizational matters.
• Order non-purchase order items and meals as needed.
• Review weekly UPS and FedEx invoices.
• Ensure invoices received by mail are processed correctly.
• Sort and distribute mail to appropriate departments.
• Schedule conference rooms for meetings, visitors, and interviews.
• Prepare documents for scanning by removing staples, paper clips, etc.
• Scan documents into the electronic database as directed by the company.
• Verify the legibility of scanned documents before submitting them to the electronic database.
• Report any maintenance or repairs needed for copiers, printers, or scanners to the appropriate outsourced company.
• Perform other duties as assigned.