Position Summary
We are seeking an experienced, highly organized, and detail-oriented Office Assistant to support daily operations. This individual will play a key role in overseeing administrative functions, assisting with office staff, coordinating communication between departments, and providing timely updates to management and the CEO. The ideal candidate is proactive, dependable, and able to manage multiple priorities in a fast-paced environment.
Required Qualifications
Minimum 3–5 years of administrative or office management experience.
Typing speed of 45-60+ WPM with a high level of accuracy.
Strong 10-Key data entry skills.
Advanced proficiency in Microsoft Excel (formulas, spreadsheets, data management).
Advanced knowledge of Microsoft Outlook, Word, and Teams.
Excellent written and verbal communication skills.
Strong organizational and multitasking abilities.
Ability to prioritize multiple deadlines with minimal supervision.
Excellent analytical and problem-solving skills.
High attention to detail with the ability to identify and correct errors.
Professional phone etiquette and customer service skills.
Ability to maintain confidentiality and handle sensitive information.
Strong leadership skills with the ability to guide and support office staff.
Dependable, punctual, and self-motivated.
Preferred Qualifications
Experience with Paylocity, QuickBooks, or similar payroll/accounting software.
Experience with scheduling and workforce coordination.
Experience creating reports, tracking KPIs, and monitoring office performance.
Bilingual (English/Spanish) preferred.
Key Responsibilities
Answer and direct incoming phone calls professionally.
Provide exceptional customer service to clients, vendors, and employees.
Manage Outlook email correspondence with professionalism.
Coordinate employee schedules and daily staffing assignments.
Review, verify, and process employee timecards for accuracy.
Audit reports, spreadsheets, and records to identify discrepancies.
Maintain Site Records and ensure data accuracy.
Prepare daily, weekly, and monthly operational reports.
Oversee office workflow and assist in supervising administrative staff.
Provide regular status updates to Managers and the CEO regarding office operations, outstanding tasks, and project progress.
Monitor task completion and follow up with team members to ensure deadlines are met.
Assist with onboarding new employees and maintaining personnel files.
Communicate with staffing agencies regarding schedules, attendance, onboarding, and employee requests.
Maintain confidential employee and company records.
Coordinate office supplies, filing systems, and administrative procedures.
Support payroll preparation and administrative functions.
Assist with special projects and operational improvements as assigned.
