Office Administrator

ALL PIECES FIT INC.

OFFICE ASSISTANT JOB DESCRIPTION

The Office Assistant will handle organizational, clerical and supportive tasks. This includes answering phones, organizing files, scheduling appointments, receiving guests, tracking inventory and information distribution. The Office Assistant will coordinate front-desk activities and administrative tasks with our company culture.

JOB DUTIES

• Greeting and checking in/out clients and visitors.
• Answering, screening and forwarding incoming phone calls
• Provide basic and accurate information in-person and via phone/email
• Ensure reception area is tidy and presentable, with all necessary stationery and material (e.g. pens, forms and brochures)
• Ensure reception area is clean and presentable (floors and bathroom)
• Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, lock entrance door)
• Supervises the maintenance of office equipment, including copiers, fax machines, etc.
• Responsible for the facilities day-to-day operations (such as distributing building access keys and back-up to security access cards, etc.)
• Operate office machines, such as photocopiers and scanners, facsimile machines, voice mail systems, and personal computers
• Open, sort, and route incoming mail, answer correspondence, and prepare outgoing mail
• Prepare meeting agendas, attend meetings, and record and transcribe minutes
• Order office supplies and keep inventory in stock
• Update calendars and schedule meetings
• Coordinate and implement events and meetings as necessary
• Managing, updating, and distributing resource lists to families and the public

• Managing and updating all social media accounts including our company website
• Creating, maintaining, and updating information databases such as mailing lists, contact lists and client information
• Receive, sort and distribute daily mail/deliveries
• Prepare typed documents, reports and correspondence
• Prepare and track laptops and tablets for therapists
• Stock and keep inventory of all products
• Participate actively in the planning and execution of company events
• Proficiency with Microsoft Office products (Word, Excel, PowerPoint)

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EDUCATION AND SKILL LEVEL

• High school diploma or Associate degree
• Experience as an office assistant or in related field
• Proficiency in Microsoft Office Suite
• Customer Service Skills
• Excellent written and verbal communication skills
• Multitasking and time-management skills, with the ability to prioritize tasks
• Excellent organizational skills

OTHER DUTIES

• Must have proper social media etiquette
• Must have computer and tablet technology skills
• Internet skills including use of e-mails, group messaging and data collection
• Professional attitude and appearance
• Ability to work well and thrive under limited supervision
• Prepare typed documents, reports and correspondence
• Maintaining patient confidentiality as per the Health Insurance Portability and Accountability Act of 1996 (HIPAA)
• Ensure filing systems are maintained and current
• Establish and monitor procedures for record keeping
• Ensure security, integrity, and confidentiality of data
• Manage Fix-it-list and coordinate with maintenance crew on repairs
• Other duties as assigned by Center Director and Human Resources Department

Job Type: Full-time

Pay: $17.85 - $21.50 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to Relocate:

• Merrillville, IN 46410: Relocate before starting work (Required)

Work Location: In person

Salary : $18 - $22