SUMMARYThe Office Assistant will provide general office support with a variety of administrative activities and related tasks. The Office Assistant will be responsible for answering incoming calls, mail distribution, flow of correspondence, requisition of supplies as well as additional administrative duties. The Office Assistant is responsible to be at the front desk by 8:00 AM and throughout the day until 5:00 PM.PRIMARY RESPONSIBILITIESProfessionally answer telephones and direct callers to the appropriate employee. Transfer a caller to an associate’s voice mailbox when the associate is unavailable and take and retrieve messages for personnel.
Provides callers with information such as company address, directions to the company location, company fax numbers, company website, and other related information.
Receives, sorts and forwards incoming mail.
Coordinates the pick-up and delivery of express mail services (FedEx, UPS, etc.).
Responsible for maintaining an updated phone list for DUSA.
Assists with new hire paperwork, I9 completion, payroll forms and ensures documents are sent to Corporate office within the required timeline
Maintains packing slips and purchase orders to match with invoices for approval.
Maintains purchase order log and types purchase orders to match with packing slips and invoices.
Prepares checks for signatures. Scans and saves copies of checks, invoices with proper backup
Assist employees with access to Ultipro in order to request time off, check PTO balances, etc.
Responsible for ordering, receiving, stocking and distribution of office and kitchen supplies.
Greets and directs visitors in a professional, friendly, hospitable manner.
Type memos, correspondence, reports, and other documents as needed.
May also assist with other related administrative duties such as photocopying, printing, faxing, filing and collating.
Performs other related duties as required and assigned.REQUIREMENTSMinimum of a High School Diploma or GED.
Minimum of two (2) years of relevant experience.
Possession of strong organizational skills.
Excellent interpersonal, verbal and written communication skills.
Ability to work independently on assigned tasks as well as to accept direction on given assignments.
Able to work collectively with the administrative team associates.
Strong computer skills: Word, Excel, PowerPoint and Outlook.
Ability to multi-task and work in high pressure environment.
Strong planning, organizational and administrative skills.