Office Assistant

The Office Assistant is responsible for managing the daily administrative operations of the office to ensure a productive and efficient work environment. This role involves overseeing office systems, coordinating with staff, and maintaining effective communication with vendors and clients. The ideal candidate is highly organized, detail-oriented, independently motivated and extremely personable.

Company Values:

• Genuinely cares about our customers and Team
• Embrace our ingenuity and passion for the green industry
• Integrity to do the right thing, right and treating others with respect

Deliverables:

1. Deliverable #1: Liaison between all company departments daily

• Be a problem solver by assisting customers when they call in to our office
• Greet office visitors and assist them with questions
• Assist Team Leaders and Management with questions about company software, computers and cell phones while maintain a great working relationship with our IT company
• Assist in qualifying sales leads before handoff to sales team

2. Deliverable #2: Financial Support

• Process invoices, expenses, and basic payable tasks
• Handle daily Account Receivables by generating invoices and applying payments to accounts

3. Deliverable #3: Aid in maintaining company culture

• Coordinate company events
• Update and maintain employee information, questions, and concerns in timely manor
• Assist with training schedules and certification/re-certification

Preferences and Abilities:

Leadership

Organized

Problem Solving

Communicator

Values

Forward Thinking

Detail Oriented

Skill Set & Experience Needed:

• Connect quickly with people both in person and over the phone or digitally
• Knowledge of office software including QuickBooks, MS Office Suite
• Willingness to learn new technology platforms
• Ability to work with customers, everyone on our team, and all people in our industry
• Company Culture driven

Purpose and Description

The Office Assistant provides a wide range of clerical support to maintain an efficient office environment. This position is responsible for various duties as detailed below.

Essential Functions

• General Office
• Greet office visitors
• Answer incoming phone calls, transfer to appropriate staff member or voicemail
• General typing, copying, scanning, and filing
• Collect, open, and sort the daily mail
• Operate office machinery such as copier/fax/scanner, computers, and phone system
• Monitor office supply levels and reorder when necessary
• Run errands as needed, such as bank deposits, post office, office supply store
• Maintain databases such as mailing lists, contact lists, and client information
• Keep the office area clean and tidy
• General Bookkeeping (light)
• Generate and mail/email customer invoices
• Assist with the timey accounts receivable collection and reporting activities

• 
  Other
• Develop and implement general office policies, procedures, and standards
• Maintain filing system and records retention
• Support in processing forms relating to employee recruitment, hiring, and termination
• Generate reports when requested
• Organize and execute company sponsored employee events: Spring Kickoff, Summer Family Day, Thanksgiving Luncheon
• Other duties as requested by office personnel

Requirements:

The right candidate for this job must:

• Demonstrate dependable, regular attendance
• Have strong problem solving abilities
• Pay attention to details
• Have strong English communication skills
• Have strong Microsoft Suite skills, ability to learn additional platforms
• Be able to function productively and independently on an interdisciplinary team
• Be able to switch-task and adapt to interruptions
• Be able to drive company vehicle when needed
• Ability to pass background and drug screenings

Working Conditions / Physical Demands:

Must be able to utilize a phone, computer and screen and other office equipment. While performing the duties of the job, the employee is frequently required to sit; talk; and/or hear and occasionally stand, walk, reach, stoop, or kneel. Must be able to occasionally lift up to 25 pounds. We are anticipating this role to be 30hrs per week (10-4, or 11-5 M-F).

Experience and License Requirements

• Customer Service (optional)