Office Assistant

The Administrative Assistant provides day-to-day support to ensure efficient operation of the office. This role is responsible for general HR support, bill payment and basic bookkeeping tasks, general clerical duties, and maintaining a clean, organized office environment. The ideal candidate is detail-oriented, proactive, and proficient in Microsoft Office.

Key Responsibilities

1. General HR Support

• Assist with recruiting activities (posting jobs, scheduling interviews, coordinating candidate communications).
• Help onboard new employees (prepare new-hire paperwork, set up files, assist with orientation logistics).
• Maintain and update employee records and files (electronic and paper).
• Track employee attendance, vacation, and other leave requests as directed.
• Assist with HR communications, such as distributing policies, announcements, and reminders.

2. Bill Payment & Basic Bookkeeping Support

• Receive, review, and process vendor invoices for approval and payment.
• Maintain organized records of bills, receipts, and payment confirmations.
• Assist with expense tracking and data entry into accounting or spreadsheet systems.
• Communicate with vendors regarding billing questions or discrepancies.
• Coordinate with management or accounting staff to ensure timely bill payments.

3. General Clerical & Administrative Tasks

• Answer and direct phone calls; take and relay messages accurately.
• Greet visitors and clients, and ensure they are directed appropriately.
• Manage incoming and outgoing mail, packages, and deliveries.
• Prepare, format, and edit documents, reports, and presentations.
• Maintain office calendars, schedule meetings, and organize appointments.
• Order and maintain inventory of office supplies.
• File, scan, and organize documents in both electronic and physical systems.

4. Office Housekeeping & Organization

• Keep common areas (reception, conference rooms, kitchen, supply areas) neat and organized.
• Ensure meeting rooms are prepared and cleaned before and after use.
• Coordinate with cleaning and maintenance vendors as needed.
• Monitor and restock common area supplies (kitchen items, printer paper, etc.).

Qualifications & Requirements

• High school diploma or equivalent required; associate degree or higher preferred.
• Proven experience in an administrative, office assistant, or similar role.
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint):
• Ability to create and edit documents, spreadsheets, and presentations.
• Competence in managing email and calendars.
• Strong organizational and time-management skills with attention to detail.
• Excellent written and verbal communication skills.
• Ability to handle confidential information with discretion.
• Basic understanding of HR processes and office bookkeeping is a plus.
• Ability to multi-task, prioritize, and work independently with minimal supervision.
• Professional, reliable, and customer-service oriented demeanor.