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).