Office Assistant

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Description

Hours: Eight hour shift M-F from 8:30 am to 5:30 pm MST operating hours, as assigned. Earlier or later times may be required for special events or meetings

JOB PURPOSE:

The Office Assistant supports the smooth operation of the organization by managing front desk responsibilities, assisting with office and facility needs, and providing general administrative support. This role ensures a professional and welcoming environment for visitors and staff while helping maintain an efficient and well-organized workplace.

JOB SUMMARY:

The Office Assistant plays a key role in supporting daily office and facility operations across both buildings. Primary responsibilities include ordering and maintaining supplies, coordinating meals and setups for meetings and events, and ensuring kitchens, conference rooms, and shared spaces are clean, organized, and well stocked. In addition, the Office Assistant provides administrative support such as travel arrangements, expense reports, and filing, while also assisting at the front desk with greeting visitors and answering phones.

JOB DUTIES:

§ Office & Facility Support

o Order and maintain supplies for kitchens, breakrooms, bathrooms, and offices across both buildings.

o Stock supplies for kitchens, breakrooms, bathrooms, and offices across both buildings which includes lifting up to 45-50 lbs consistently for short periods of time

o Perform light upkeep of conference rooms, kitchens, and office supply areas; maintain copiers, postage machine, and reception signage.

§ Front Desk & Guest Services

o Greet and assist visitors, vendors, and staff with professionalism.

o Answer and direct incoming calls, manage mail, FedEx, and packages, and oversee visitor badges and building access.

§ Meetings & Events

o Coordinate meals and snacks for meetings, trainings, and company events, which can include set up and take down of tables, décor and signage

o Prepare and reset conference and training rooms, including arranging furniture, stocking supplies, and tidying after use.

o Assist with internal events such as staff appreciation activities and Take Your Kid to Work Day.

§ Administrative Support

o Assist with travel arrangements, expense reports, filing, and other administrative tasks.

o Provide support for executive expense reports, new-hire onboarding (nameplates, kits, seating chart), and training materials.

o Perform other duties and special projects as assigned to support smooth office operations.

JOB REQUIREMENTS-KNOWLEDGE/SKILLS/ABILITIES:

• Knowledge:

§ Proficient in Microsoft Word, Excel, and Outlook, Skype

§ Experience in an office setting

• Skills:

§ Manage multiple phone lines

§ Online purchasing and travel sites

• Abilities:

§ Ability to problem solve, multi-task, type, research, compile and present information

§ Maintain communication with a wide variety of clients and employees

EDUCATION AND/OR EXPERIENCE:

§ Two years related experience in an office setting

§ High school diploma, or general degree (GED)

CERTIFICATES, LICENSES, REGISTRATIONS:

§ None

Typical Physical Demands and Work Environment:

Work may require sitting for long periods of time; also stooping, bending and stretching for files and supplies, lifting files, objects or paper weighing up to 45-50 pounds. Requires manual dexterity sufficient to operate a keyboard, telephone, copier and other office equipment as necessary. Hearing must be in the normal range for telephone and video conferencing contacts. Visual acuity necessary to work extended hours on computer screens. Ability to work in a typical office environment with moderate noise and which can be fast paced and project intensive. Travel and some extended overnight trips in the performance of duties may be required.