Office Assistant

Job Description

JOB SUMMARY

Our company is seeking a detail-oriented and motivated Office Assistant to support our growing team of forensic experts, construction defect litigation professionals, architectural & engineering design staff, and construction support specialists. This position plays a key role in ensuring the smooth operation of our office and daily workflows. The Office Assistant will report directly to the Accounting Department Manager, with additional collaboration and responsibilities supporting the Office Administrator and IT department.

Duties and Responsibilities:

• Front Desk and Client Relations AssociateFront Desk and Client Relations Associate.
• Manage distribution of incoming & outgoing mail and deliveries.
• Maintain and manage inventory of office supplies, including monitoring stock levels, placing orders, and ensuring items are properly organized and replenished in common areas and supply closets.
• Support staff on an as needed basis to compile electronic or paper documents and send or download items to project folders, flash drives, server, and DropBox.
• Light cleaning and organizing of the common areas, conference rooms and break areas including loading, running, and unloading the dishwasher.
• Assist the accounting team with sending invoices and statements via mail and email and filing invoices in Rever.
• Prepare and reconcile monthly expense reports for office related purchases.
• Coordinate quarterly birthday celebrations and provide logistical support for professional development lunch sessions.
• Manage the various company email accounts to ensure correspondence is handled in a timely manner.
• Schedule in-house Zoom meetings, conference calls and reservations for the two conference rooms.
• Coordinate with the accounting department to facilitate the on-boarding of new hires including orientation, training on phone and WebEx systems, requesting parking placard and proximity card, and put together the welcome folder.
• Assist with holiday gatherings, cards and gifts.
• Assist the accounting department with updates to project status, case information sheets, and billing contacts.
• Light filing on an as needed basis.
• Support the Office Administrator in logging letters of retention and proposals being sent out.
• Update active project list monthly.
• Other duties as assigned
• Available to work Monday through Friday 8 AM to 5 PM with a break for lunch

Qualifications and Skills:

• High School Diploma or GED required
• 0 to 3 years of experience in office administration or a related support role
• Strong organizational skills with the ability to manage multiple tasks and prioritize effectively
• Excellent written and verbal communication skills
• High attention to detail and accuracy in all work
• Professional demeanor and appearance; business casual attire required
• Ability to thrive in a collaborative, multi-disciplinary team environment
• Proficiency in Microsoft Excel, Word, Outlook, and Zoom

Compensation & Benefits:

• Full-time, hourly, exempt position.
• $25 – $30 per hour depending upon experience plus potential for a performance bonus.
• Medical, dental, and vision insurance premiums paid by employer.
• Paid vacation, holidays, and sick days.
• 401(k) pension plan with employer contribution.

Are you interested in this position?

Apply by clicking on the “Apply Now” button below!

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