Office Assistant

What we are looking for in an ideal candidate.

A helping hand is key to a successful company, and a well-trained office assistant is the helping hand we need. Our company represents many individuals, which comes with a load of clerical needs, and we need an office assistant to help keep organized and provide support to staff and executives.

If you are looking to become our assistant, you must have a desire to explain and break down information gathered and turn it into an accessible and understandable version. We are looking for an office assistant with a charming and pleasing personality, with strong communication skills who can perform administrative tasks to support daily business operations. They will handle responsibilities such as answering phone calls, managing schedules, and organizing files. Often the first point of contact for clients or visitors, they play a prominent role in creating a welcoming environment. Office assistants may also assist with data entry, document preparation, and correspondence.

In addition to basic administrative duties, they often take on tasks to support specific departments or team members. From coordinating meetings to managing inventory, the role facilitates operational functionality. These professionals help maintain a structured and efficient work environment through effective organization and task management.

Office Assistant Roles and Responsibilities

• Document Management: Handle incoming and outgoing documents, maintaining proper storage, retrieval, and distribution.
• Administrative Support: Assist other office staff by performing general clerical tasks such as filing, photocopying, and sending emails.
• Answer Calls and Queries: Act as a first point of contact for external queries, routing calls to the appropriate departments.
• Schedule Management: Assist in planning and scheduling meetings, appointments, and travel arrangements for customers jobs and estimates.
• Office Supplies: Monitor inventory levels of office supplies and parts then place orders when necessary.
• Data Entry: Accurately input data into company systems, including customer details, pricing and parts and materials.
• Financial Tasks: Assist with invoicing and processing estimates.
• Customer Service: Interact with clients or customers through phone, email, or face-to-face to provide information and support.
• Prepare Estimates : Assist in creating Estimates by gathering data and preparing basic pricing to customers.

· The ability to work well with minimum supervision.

· Excellent communication and interpersonal skills.

· Able to multitask.

· Pleasing personality.

· Organize office and assist associates in ways that optimize procedures

· Sort and distribute communications in a timely manner

· Create and update records ensuring accuracy and validity of information

· Monitor level of supplies and handle shortages

· Resolve office-related malfunctions and respond to requests or issues

· Coordinate with other departments to ensure compliance with established policies

· Maintain trusting relationships with suppliers, customers, and colleagues

· Perform receptionist duties when needed

Preferred Requirements and skills

• Office assistant, virtual assistant or in another relevant administrative role
• Working knowledge of office equipment
• Thorough understanding of office management procedures
• Excellent organizational and time management skills
• Analytical abilities and aptitude in problem-solving
• Excellent written and verbal communication skills

Education and experience

• High school diploma or equivalent
• Less than 2 years experience
• No typical on-the-job training needed

Preferred qualifications

• Microsoft Office Specialist, Excel and office equipment and operating systems.
• Experience in computer skills and ability to operate general office equipment
• Excellent skills to prioritize and organize
• Comfortable working independently
• Excellent oral and written communication skills
• Excellent interpersonal skills and outstanding customer service
• Must be committed to details

ALL Office Assistant Roles and responsibilities will be taught and distributed throughout the training and learning process. There is room for advancement and growth in this position depending on skill set

Job Type: Full-time

Pay: $18.00 - $19.00 per hour

Schedule:

• 8 hour shift
• Monday to Friday

Ability to commute/relocate:

• Clackamas, OR 97015: Reliably commute or planning to relocate before starting work (Required)

Education:

• High school or equivalent (Preferred)

Experience:

• Customer service: 1 year (Preferred)
• Office: 1 year (Preferred)

Work Location: In person

Salary : $18 - $19