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Filing Assistant Jobs in Rhode Island (NOW HIRING)

Smartapp

Office & Operations Coordinator

East Greenwich, RI · On-site

$17.75 - $23.50/hr

Help with onboarding and offboarding checklists; maintain accurate employee files. * Assist with payroll changes and benefits updates (in coordination with HR/PEO). Office Management (approx. 20%

Managed Staffing

Executive Assistant

Woonsocket, RI · On-site

$30 - $32/hr

Maintain confidential records, reports, financial documents, and departmental files. * Serve as a key point of contact for internal and external communications. * Back up other Executive Assistants ...

Smartapp

Office & Operations Coordinator

East Greenwich, RI · On-site

$17.75 - $23.50/hr

Help with onboarding and offboarding checklists; maintain accurate employee files. * Assist with payroll changes and benefits updates (in coordination with HR/PEO). Office Management (approx. 20%

DelMonte Hotel Group

Sales & Event Assistant

Providence, RI · On-site

$19 - $24.75/hr

As a Sales & Event Assistant, you will provide administrative support to the Regional Sales Office ... accurate files, i.e. client files. • Perform various administrative tasks, i.e. set up house ...

Smartapp

Office & Operations Coordinator

East Greenwich, RI · On-site

$17.75 - $23.50/hr

Help with onboarding and offboarding checklists; maintain accurate employee files. * Assist with payroll changes and benefits updates (in coordination with HR/PEO). Office Management (approx. 20%

Mid Atlantic Express Llc

Administrative Assistant

Rumford, RI · On-site

$18 - $24.25/hr

... an organized filing system Develop, update, and maintain relevant office procedures Qualifications High school diploma/GED required, Associate's degree or administrative training is preferred ...

Emergence Health Holdings

Medical Assistant

Warwick, RI · On-site

$20 - $24/hr

Document patient files, records, forms, and other info as necessary. * Assist with scheduling of test and treatments. * Screen phone calls for referral to physician. * Maintain clinical and office ...

SGF Global

Executive Assistant

Providence, RI · On-site

Perform filing and front desk reception duties * Offer other ad-hoc support as needed Requirements * Proficiency in Office Suite and Google Suite * 3-5 years of office support or executive assistant ...

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Filing Assistant information

What is a filing assistant?

Filing Assistants are administrative professionals responsible for organizing, maintaining, and retrieving paper and electronic files within an office or organization. They ensure that documents are properly labeled, stored, and easily accessible to authorized personnel. Filing Assistants may also be tasked with scanning documents, updating filing systems, and handling confidential information. Their role is essential in supporting efficient office operations and ensuring that important records are well-managed.

What are the key skills and qualifications needed to thrive as a filing assistant, and why are they important?

To thrive as a Filing Assistant, you need excellent organizational skills, attention to detail, and basic literacy, often supported by a high school diploma or equivalent. Familiarity with office equipment, filing systems (both physical and digital), and basic computer programs like Microsoft Office is typically required. Strong time management, reliability, and effective communication help you excel in maintaining orderly records and supporting team efficiency. These skills are crucial for ensuring accurate documentation, quick retrieval of information, and smooth administrative operations.

What are some common challenges filing assistants face, and how can they effectively manage them?

Filing Assistants often encounter challenges such as maintaining accuracy while handling large volumes of documents, organizing files for quick retrieval, and keeping up with both digital and paper filing systems. To manage these challenges, it’s important to develop strong attention to detail, use standardized naming conventions, and regularly audit files for completeness and order. Utilizing digital tools and collaborating closely with team members also helps streamline processes and ensures that records remain accurate and accessible.

What are popular job titles related to Filing Assistant jobs in Rhode Island?

For Filing Assistant jobs in Rhode Island, the most frequently searched job titles are:

What job categories do people searching Filing Assistant jobs in Rhode Island look for?

The top searched job categories for Filing Assistant jobs in Rhode Island are:

What cities in Rhode Island are hiring for Filing Assistant jobs?

Cities in Rhode Island with the most Filing Assistant job openings:

Filing Assistant jobs near you
Infographic showing various Filing Assistant job openings in Rhode Island as of August 2026, with employment types broken down into 1% As Needed, 79% Full Time, 17% Part Time, 1% Temporary, and 2% Contract. Highlights an 98% Physical, 1% Hybrid, and 1% Remote job distribution.

Office & Operations Coordinator

East Greenwich, RI • On-site

Smartapp
Software Development • 51 - 200 employees
Learn more about Smartappexternal

$60K - $70K/yr

Full-time

Re-posted yesterday

Job description

Location: West Warwick, RI
Type: Full-time
About the role
We're looking for a reliable, detail-oriented multitasker to keep our office humming. In this hybrid role, you'll handle basic accounting tasks (payments, invoices, expense tracking), serve as first-line HR support for employees, keep the office running smoothly (supplies, snacks, facilities), and support executives with travel and calendars.
What you'll do
Accounting (approx. 40%)
  • Enter and maintain vendor bills and customer invoices in Sage 50 (or similar, e.g., QuickBooks).
  • Process payments (ACH/check), match POs/receipts, and track due dates.
  • Reconcile statements; follow up on missing W-9s and vendor details.
  • Prepare simple reports (A/P aging, A/R aging, monthly spend summaries) and assist with expense reimbursements.

HR Support (approx. 25%)
  • Be the first point of contact for routine HR questions (time off, benefits enrollment windows, policies).
  • Help with onboarding and offboarding checklists; maintain accurate employee files.
  • Assist with payroll changes and benefits updates (in coordination with HR/PEO).

Office Management (approx. 20%)
  • Own office supplies and snacks/water orders; manage mail/shipping.
  • Liaise with property management and vendors to address facilities issues (badges, cleaning, repairs).
  • Keep shared spaces tidy; coordinate on-site meetings and small events.

Executive Support (approx. 15%)
  • Book travel (flights/hotels/cars) within policy; prepare itineraries.
  • Coordinate calendars across time zones; schedule internal/external meetings.
  • Assist with expense reports and light presentation prep as needed.

What you'll bring
  • 1-3 years in an office admin, HR assistant, accounting assistant, or operations role.
  • Hands-on experience with Sage 50 or a similar accounting package.
  • Strong Excel/Google Sheets skills; comfortable with Gmail/Outlook calendars and basic document tools.
  • Clear, friendly communication and a service mindset; able to handle sensitive info confidentially.
  • Highly organized, proactive, and dependable; comfortable switching contexts throughout the day.

Nice to have
  • Experience with a PEO/HRIS (e.g., Rippling, ADP, Gusto, Paychex).
  • Basic knowledge of AP/AR workflows and expense management tools (e.g., Expensify/Ramp/Brex).
  • Event coordination or facilities/vendor management exposure.

Work setup & schedule
  • Onsite presence required to support the office and facilities.
  • Standard business hours, with occasional flexibility for early/late meetings or travel bookings.

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