Office Assistant (Finance)

Job Description Summary:
To provide general administrative support to office teams, employees, and guests. Manage front desk, maintain office presentation, guest relations, and handle other general office duties.

Job Description:

POSITION RESPONSIBILITIES AND DUTIES

• Provides general administrative support to office teams, employees, and guests.
• Manage front desk, greet, and direct guests and vendors in a professional manner.
• Answer main office phone lines, screen, and direct calls as appropriate.
• Process incoming and outgoing mail - sort and distribute mail in a timely manner.
• Scan, email, and file documents
• Open and/or close office doors daily; prepare the office for daily operations.
• Support with travel and lodging coordination as necessary.
• Maintain office calendar including scheduling meetings, events, interviews, and guest appointments.
• Set up and prepare conference rooms for meetings; ensure materials and catering.
• Maintain office phone list and email group distribution list up to date.
• Provide technology support and troubleshooting assistance for office equipment including printers, mobile devices, video conference equipment, conference functioning, and local server maintenance.
• Ensures ongoing maintenance of equipment, coordinate vendors for services and repairs.
• Maintain professional office presentation, cleanliness, and guest experience.
• Order office and breakroom supplies; maintain inventory and stock.
• Maintain kitchen supplies, snacks, beverages, and order meals as necessary.
• Assist with company event coordination, office celebrations, and outreach efforts.
• Assist with onboarding new hires, order equipment, coordinate office access, prepare workstation, and any other logistic to ensure a positive experience.
• Support project teams with ordering of plans and any other general support.
• Serve as a liaison with other departments and help resolve day to day issues.
• Assist with general facility management, office relocations, and remodel initiatives.
• Maintain office / jobsite postings and first aid kit(s) to ensure compliance with local, state, and federal laws.
• Run miscellaneous errands; pick up deliveries as required or directed during business hours.
• Complete other responsibilities as assigned.

MINIMUM SKILLS AND REQUIREMENTS

• High school diploma/GED, technical degree a plus.
• Minimum of 2-year administrative/clerical experience or equivalent combination of education and experience.
• Knowledge and use of Microsoft 365 (Word, Excel, PowerPoint and Teams)
• Knowledge in general office procedures, video conferencing equipment and office machines
• Proficiency in English verbal communication skills including professional telephone manner.
• Proficient in performing accurate and efficient typing and data entry.
• Proficient written communication skills
• Maintain appropriate levels of confidentiality.
• Skilled at managing multiple projects and tasks.
• Reliable, dependable, resourceful, and flexible
• Physical job location is determined by project and subject to change based on project assignment(s).

SUMMARY OF BENEFITS:

This role is eligible for the following benefits: medical, dental, vision, 401(k) with company matching, Employee Stock Ownership Program (ESOP), individual stock ownership, paid vacation, paid sick leave, paid holidays, bereavement leave, employee assistance program, pre-tax flexible spending accounts, basic term life insurance and AD&D, business travel accident insurance, short and long term disability, financial wellness coaching, educational assistance, Care.com membership, ClassPass fitness membership, and DashPass delivery membership. Voluntary benefits include additional term life insurance, long term care insurance, critical illness and accidental injury insurance, pet insurance, legal plan, identity theft protection, and other voluntary benefit options.