Office Assistant

Office Assistant

• Manage front office inventory and filing
• Manage the phones and respond to voicemails
• Assist with sales / review new leads
• Approve, export, maintain hours in timesheets from Quick Books Time
• Create time reports to assist with payroll
• Create reports for bi-monthly meetings
• Onboard new projects
• Personalize work authorization forms for each client
  
  Work Authorization Form
• Receive and process content from clients, submitted both in-office and digitally
• Manage bids for printing and binding
• Coordinate shipments or in-person deliveries
• Offboard completed projects
• Find and vet contractors
• Manage Team Meeting Schedules
• Schedule, prepare for, and attend project status meetings (twice monthly)
• Schedule, prepare for, and attend Executive and Team Project Reviews
• Attend client meetings as assigned
• Assist with client invoicing

• Associate’s Degree in a related field
• Incredibly organized and able to follow standard operating procedures
• Prior administrative experience (please specify)
• Excellent computer skills
• Attention to detail
• Have access to a personal vehicle for pickups and deliveries
• Desire to be proactive and create a positive experience for others
• Ability to maintain polite and professional communication
• Ability to follow established procedures and listen attentively to needs of office staff

• Google Suite experience
• Intuit experience
• Adobe apps experience, especially InDesign and Acrobat