Office Assistant

Job Summary
We are seeking a dynamic and organized Office Assistant to join our team and help keep our daily operations running smoothly. In this vital role, you will serve as the first point of contact for visitors and callers, manage administrative tasks, and support office management functions. Your energy, attention to detail, and proactive approach will contribute to a welcoming environment and efficient workflow. This paid position offers an exciting opportunity to develop your administrative skills while supporting a vibrant team.

Responsibilities

• Manage multi-line phone systems, answer inquiries promptly, and direct calls accurately using proper phone etiquette.
• Perform data entry tasks with precision using Microsoft Office, Google Workspace,Caterease and other office software to maintain accurate records.
• Organize and file documents systematically, ensuring easy retrieval and compliance with company standards.
• Assist with calendar management and scheduling appointments or meetings for staff members.
• Support bookkeeping activities such as invoicing, expense tracking, and basic QuickBooks entries.
• Provide exceptional customer service by addressing inquiries via phone or email and supporting client or patient needs as required.
• Handle clerical responsibilities including proofreading documents, managing correspondence, and maintaining office supplies inventory.
• Support office management duties such as organizing files, coordinating mail distribution, and maintaining a tidy workspace.
• Assist with special projects or administrative tasks that enhance overall office efficiency.

Qualifications

• Proven experience in an office environment with strong clerical skills and familiarity with office management procedures.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace applications.
• Excellent organizational skills with the ability to prioritize tasks effectively in a fast-paced setting.
• Strong computer literacy including data entry, document proofreading, and basic bookkeeping using QuickBooks or similar software.
• Exceptional customer service skills with professional phone etiquette and clear communication abilities.
• Bilingual capabilities are highly desirable to support diverse client or patient interactions.
• Previous experience at a front desk or medical/dental receptionist role is a plus but not required.
• Ability to handle multiple responsibilities efficiently while maintaining attention to detail.

Job Type: Full-time

Expected hours: No more than 40 per week

Work Location: In person