Office Assistant - On site

Description:

Why join our team at Definiti? If you enjoy tackling challenges and believe in delivering exceptional client service, Definiti may be perfect for you. You can make a difference by helping to improve and secure many retirements, while also helping to grow a dynamic organization. Most roles are fully remote, so you need to be comfortable using technology, be productive in a home office with a reliable internet connection to stay in touch with your team and deliver high-quality service to our clients. Definiti supports your professional growth through comprehensive training and industry credentials and certifications.

Definiti is a national retirement services company that helps clients manage and administer their retirement plans. We help clients define what's possible and what’s next for their retirement plans.

PURPOSE OF POSITION

The Office Assistant is designed for an organized, detail oriented administrative professional. The Office Assistant will support various departmental projects across Definiti performing general clerical and office coordination duties. This is a fully in-office position.

PRIMARY DUTIES AND RESPONSIBILITIES

• Sort, scan, and manage incoming/outgoing mail
• Perform regular Post Office errands
• Process investment statements and faxes
• Operate standard office equipment
• Make bank deposits
• Oversee office supplies and equipment maintenance
• Help transition the office to paperless operations
• Provide administrative support for company projects
• Greet clients visiting office to deliver paperwork
• Coordinate office access and availability for vendors (shredding, cleaning, inspections)
• Ensure works meets quality standards and proper procedures are followed

Requirements:

COMPETENCIES REQUIRED

• Demonstrate excellence in written and verbal communication
• Must be detailed and possess strong organizational skills
• Proficient with numbers and basic calculations
• Prompt follow-up on open items with internal team members
• Ability to work independently and as part of a team in a fast-paced environment
• Conveys a professional and positive attitude while interacting with clients and teammate

EDUCATION AND QUALIFICATIONS

• High school diploma or GED required
• 1+ year of administrative office support in an office environment
• Intermediate MS skills to include Outlook, Word, PowerPoint, and Excel; ability to navigate web-based programs
• Accustomed to using Microsoft Teams or virtual-meeting applications to work with colleagues regularly on video and use the chat feature for quick communications
• Accustomed with file-storage and file-sharing tools such as StaxAI, Microsoft SharePoint and Citrix ShareFile
• PensionPro software a plus

REMOTE WORKING REQUIREMENTS

As a remote-first company, we have compiled expectations for a successful remote work environment:

• Ability to build rapport with others remotely while working productively with limited in-person interaction
• Have access to a reliable and consistently strong, high-speed internet connection suitable for remote work. A stable, high-speed internet connection is essential for effective communication, collaboration, and productivity while working remotely
• Designate a quiet, and well-lit space free of as many distractions as possible
• Be online and available to work during designated business hours in local time zone
• Accustomed to using Microsoft Teams (or similar virtual-meeting applications) to meet with colleagues regularly on video and use the chat feature for quick communications. We utilize many Microsoft Teams features (such as Channels and file storage) for announcements, relevant conversations, and file sharing. Familiarity with Microsoft Teams is a plus
• Accustomed with file-storage and file-sharing tools such as Microsoft SharePoint

BENEFITS

Definiti has a dynamic, growth-focused culture, and we are committed to offering attractive employee-centric benefits, including:

• A virtual-first work philosophy for most jobs
• 401(k) with up to 4% match
• Flexible PTO allows you to take the time you need for wellness, vacations, and personal matters. We foster a trusting environment where employees manage their workloads responsibly. Time off doesn’t accrue.
• 10 paid holidays and 2 paid floating holidays
• Paid Parental Leave
• A variety of medical, dental and vision plan options including Definiti subsidized premiums
• Company-paid life insurance and short-term disability insurance
• Bonus plan eligibility