Office Assistant
Description
Company Overview
Lotane & Associates, P.A. is a debt collection and subrogation law firm located in Cocoa, FL. LA has been practicing in Brevard County since 1979, and we represent clients for Florida debt recoveries and Insurance Subrogation. Our clients include insurance carriers, hospitals, credit unions, banks, physician practices, and commercial companies. Our lawyers and staff are committed to recovering bad debts and collecting losses for our clients. We love and appreciate our team and are heavily invested in our community. At LA, we are Client-Minded and Community-Centered!
About the Role
The Office Assistant reports directly to the Director of Operations and supports the daily operational needs of Lotane & Associates. This hands-on position coordinates office purchasing, inventory, mail and errands, employee events, philanthropic activities, and general administrative projects. The Office Assistant also helps document and maintain standard operating procedures (SOPs) in collaboration with department leaders, keeping office resources organized and processes easy to follow.
The ideal candidate is proactive, dependable, and thrives in a fast-paced, deadline-driven environment. This position is in-office, not a remote opportunity. Working schedule is Monday-Friday 8:00am-5:00pm, a 1-hour lunch break and two 15-minute. That’s right, off nights and weekends!
Key Responsibilities
Purchasing, Inventory & Office Organization
- Purchase office supplies, equipment, and materials within approved budgets and authorization procedures.
- Organize, inventory, and maintain supply closets, storage spaces, and commonly used office materials.
- Monitor supply levels, anticipate replenishment needs, and maintain accurate inventory records.
- Research vendors, compare products and pricing, and present recommendations for approval.
- Maintain purchasing receipts, expense documentation, and invoice records; coordinate with accounting on payment processing.
- Assist with office equipment and facility-related requests, including coordination with approved vendors.
Office Logistics & Administrative Projects
- Coordinate incoming and outgoing mail, shipping, deliveries, and assigned mail runs or office errands.
- Support organization of shared office spaces, materials, and administrative files.
- Maintain assigned task lists, project updates, and records using Monday.com or similar tools.
- Coordinate operational tasks with departments and follow through on assignments from the Director of Operations.
Standard Operating Procedures (SOPs)
- Assist department leaders with documenting existing workflows and drafting clear, step-by-step SOPs.
- Format, organize, update, and maintain SOPs using consistent templates and version control.
- Track requested revisions, obtain process-owner review, and route procedures for appropriate approval before publication.
- Maintain an accessible library of approved procedures and supporting training resources.
- Identify documentation gaps and recommend opportunities to improve clarity and consistency; do not independently change departmental procedures without approval.
Events, Recognition & Philanthropy
- Coordinate logistics for company events, employee celebrations, team-building activities, and recognition initiatives.
- Research vendors and venues, coordinate supplies and purchases, and manage setup and cleanup.
- Maintain event plans, timelines, budgets, and expense records; obtain required approvals.
- Coordinate charitable drives, volunteer opportunities, and community engagement activities.
- Communicate with nonprofit and community partners and collaborate with HR on employee participation and volunteer initiatives.
Professional Support & Accountability
- Provide timely updates to the Director of Operations on projects, costs, and outstanding tasks.
- Maintain professional vendor and employee communication and safeguard sensitive information.
- Complete additional office operations and administrative assignments as directed.
Requirements
- High school diploma or GED required; associate degree or administrative training preferred.
- Experience in office administration, purchasing, event coordination, or related operational support preferred.
- Strong organization, attention to detail, inventory tracking, and time management skills.
- Ability to draft and format clear written instructions and standard operating procedures.
- Comfort researching vendors, comparing costs, maintaining records, and following purchasing approval processes.
- Proficiency in Microsoft Word, Outlook, and Excel; familiarity with Monday.com preferred.
- Strong teamwork, communication, initiative, and ability to manage multiple active assignments.
- Ability to perform local office errands and event setup duties as assigned.
What We’re Looking For
We are looking for a practical, proactive, organized team member who enjoys keeping an office running smoothly. The right person takes ownership of purchasing and inventory, follows through on event details, documents processes carefully, and works collaboratively with departments while keeping the Director of Operations informed.
Benefits Overview
We offer a range of benefits to support the well-being and financial security of our employees, including:
- Employee-Paid Vision and Dental Insurance – Affordable options to support your oral and eye health.
- Employee-Paid AFLAC Supplemental Plans – Additional coverage for accidents, short-term disability, and other needs.
- Employer-Paid Life Insurance – $20K life insurance policy provided at no cost to the employee.
- 401(k) Retirement Plan – Company matches employees’ contributions at 100% for 1–3% savings and 50% for 4–5% of savings after one year of employment.
- Paid Time Off (PTO) – Generous PTO to support work-life balance.
- Paid Holidays – Enjoy 9 paid holidays annually.
- Volunteer Time Program – Earn additional PTO by giving back to your community.
- Employee Assistance Program (EAP) – Confidential counseling and support services for personal or work-related issues.
- Tuition Reimbursement – Eligibility for tuition reimbursement after one year of employment, covering approved courses up to a designated amount.
- Employee Discount Programs – Access to exclusive savings on products and services through our employee discount network.
And so much more!