Onsite Administrative Assistant

Job Summary
We are seeking a dynamic and organized Onsite Administrative Assistant to join our team and keep our daily operations running smoothly. This vital role involves managing front desk responsibilities, coordinating office activities, and providing exceptional support to staff and visitors. The ideal candidate will bring energy, efficiency, and a positive attitude to ensure our workplace remains welcoming, well-organized, and productive. This paid position offers an exciting opportunity to develop your administrative skills in a fast-paced environment while contributing to the overall success of our organization.

Duties

• Greet visitors, clients, and staff with professionalism and warmth at the front desk, ensuring a positive first impression.
• Manage multi-line phone systems by answering, screening, and directing calls efficiently while maintaining excellent phone etiquette.
• Handle incoming correspondence, emails, and inquiries promptly using strong computer skills and office management techniques.
• Maintain organized filing systems—both physical and digital—ensuring easy retrieval of documents and records.
• Support bookkeeping tasks using QuickBooks or similar accounting software, including data entry and invoice processing.
• Schedule appointments, coordinate meetings, and manage calendars with precision using Microsoft Office tools and Google Workspace.
• Assist with office supply inventory management, ordering supplies as needed to keep the workspace fully equipped.
• Perform clerical duties such as proofreading documents, data entry, and maintaining accurate records to support daily operations.
• Provide customer support by addressing inquiries professionally and ensuring a seamless experience for visitors and clients.
• Support office management activities including organizing files, preparing reports, and assisting with special projects as assigned.

Skills

• Proven experience in office administration or clerical roles with strong organizational skills.
• Excellent computer literacy across Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace (Gmail, Calendar), and data entry platforms.
• Familiarity with QuickBooks for bookkeeping tasks is highly desirable.
• Exceptional phone etiquette skills with experience managing multi-line phone systems in a professional setting.
• Bilingual abilities are a plus to effectively communicate with diverse clients and team members.
• Strong time management skills to prioritize tasks efficiently in a fast-paced environment.
• Attention to detail for proofreading documents, maintaining accurate records, and supporting administrative processes.
• Personal assistant experience or previous office management background is advantageous.
• Ability to handle confidential information discreetly while providing excellent customer service. Join us as an Onsite Administrative Assistant to be the friendly face of our organization while honing your administrative expertise!

Pay: $17.00 - $18.00 per hour

Work Location: In person