Office Assistant

Summary/Objective

• The Office Manager performs a variety of business development and administrative tasks in direct support of the smooth operation and growth of the branch. The Office Manager / Office Assistant reports directly to the General Manager.

Required Education and Experience

• A high school diploma or GED, college preferred
• Proven experience as an office assistant or office manager.

Essential Functions

Essential Functions of the Office Manager / Office Assistant position include but are not limited to:

• Organize office and assist associates in ways that optimize procedures, processes, and performance
• Business Development - Maintains existing relationships and develops new business relationships with local healthcare providers, tradesmen, realtors, property managers, etc.
• Make outbound calls to warm leads and prospective business partners. Expect 6 hours of telephone time each day.
• Manages day to day operations and procedures; preparing payroll; performs accounts payable and receivable; performs accounting reconciliations; controlling correspondence; designing filing systems; reviewing and approving supply requisitions; assigning and monitoring clerical functions
• Follows up on existing clients and business opportunities
• Review, sort and distribute communications in a timely manner
• Create and update records within company systems (i.e. NetSuite, Encircle, Dropbox, etc.) ensuring accuracy and validity of information
• Schedule and plan client appointments
• 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
• Organize travel by booking accommodation and reservation needs as required
• Answer phones, direct calls to appropriate individuals, and prepare messages
• Prepare contracts, forms, and reports according to written or verbal instructions
• Manage calendars and schedule appointments
• Perform other related duties as assigned

Competencies / Proficiencies:

• Experience as an office assistant or in a related field.
• Knowledge of “back-office” computer systems (ERP software)
• Working knowledge of office equipment
• Thorough understanding of office management procedures
• Excellent interpersonal and customer service skills
• Excellent organizational skills and attention to detail
• Excellent time management skills with a proven ability to meet deadlines
• Analytical abilities and aptitude in problem-solving
• Warm personality with excellent written and verbal communication skills
• Valid driver's license

Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Position Type/Expected Hours of Work
This is an hourly position. Standard days and hours of work are Monday through Friday, 8:00 a.m. to 5:00 p.m. Alternate work schedules will be required on an as-needed basis.

Travel
Not Required

Compensation Range
Hourly wage is $18.00 to $25.00 per hour based upon experience.

Supervision
This position has supervisory responsibilities.

Work Environment
Office setting

Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Prolonged periods sitting at a desk and working on a computer
• Must be able to lift up to 15 pounds at times