General Office Assistant, Code

General Office Assistant, Code:#131

• The position assists and supports clerical efficiency, effective operation and function of the company.
• The role involves performing a range of administrative and financial clerical tasks, duties and back office activities, both basic and complex, responsible to support management and C-Level executives in general business operations of varying levels and tasks, support accountability for facility access security, escorts visitors/clients/vendors in secure areas.
• Must possess a valid driver’s license and have an excellent driving record.

The General Office Assistant will perform a wide range of duties including some or all of the following:

• Answer/direct general phone and email inquiries using professional and courteous manner.
• Aid in the enforcement of specific security access, such as issuing badge access to vendors/visitors/employees.
• Provide escort to external persons requiring access.
• Greet clients, vendors, suppliers, board members and general visitors in a professional and friendly manner.
• Personal Assistance and support to CEO/COO with errands, calendar, tasks as requested.

• Coordinate overall administrative activities for the company.
• Use computer word processing, spreadsheet and database software to prepare reports, memos and documents.
• Collect, sort and distribute incoming mail, faxes and courier/vendor deliveries.
• Order, receive, stock, and store office supplies, kitchen supplies, and cleaning supplies in appropriate quantity to ensure availability as needed.
• Direct and collaborate Facility Services with contracted suppliers, (cleaning team, maintenance, coffee vendor)
• Provide administrative support to C Level executives, management and vendors in a professional and positive manner.
• Support meetings and events; make travel arrangements, order/delivery/pick-up food and provide personal assistance as needed.
• Manage and direct a wide range of company special projects and events as requested by executive team.
• Other duties as appropriate and requested.

• Prepare and produce reports, memos and accurate documentation.
• Code, process, secure and file financial records according to established process to ensure confidentiality at all times.
• Create and process invoices, accounts payable and receivable, ensuring accuracy, timeliness and precision with payments.
• Identify and report deviations in payments, client credit card activity, billing deficiencies etc. to Controller/CFO for escalated action.
• Prepare accurate and timely bank reconciliations, reports and deposits.
• Secure proper usage of company provided credit card; provide CFO adequate documentation (receipts) and prior approval when necessary for expenditures.
• Other duties as appropriate and requested.