Job Title : Office Assistant

Location : Bloomington MN

Job type and Duration : Contract to Hire

Our client, a global Architecture and Design Firm, is looking to hire an Office Assistant to join their team in Bloomington, MN.

The Office Assistant is responsible for providing administrative support to the office location to ensure continuity of daily office functions and operations.

The Office Assistant coordinates office support services and facilities management to ensure the organizational effectiveness and efficiency of the office.

• Provide administrative support for document delivery including, but not limited to printing, binding, notarizing, and mailing.
• Maintain safety and cleanliness of office reception area, kitchen, conference rooms, other shared spaces, furniture, and equipment.
• Order office, kitchen, and bathroom supplies and monitor inventory based on needs.
• Welcome all guests, clients, and visitors in a professional and friendly manner.
• Direct incoming calls to the proper party within the organization.
• Plan, coordinate, and facilitate on-site and off-site meetings, including catering, rentals, room configurations, and attendance.

Microsoft suite experience.

• Assist office leadership with calendar management, conference call scheduling, related conference room setup, expense reports, and meeting coordination as requested.
• Prepare messaging and correspondence including meeting agendas, and meeting minutes as directed by management.
• Receive and sign for office mail and packages and contact the employee-owner for pickup.
• Monitor, review, and approve standard expenditures to ensure the activities of the office are conducted within established budgets.
• Process office accounts payable invoices.
• Administer office access security (badging and keys).
• Coordinate with building management to address and resolve any office maintenance issues.
• Troubleshoot tech issues with printers and submit support tickets for repair or replacement.

Job Requirements :

• High school diploma or equivalent. Minimum of one year of applicable office / administrative experience.
• Advanced knowledge of Microsoft Suites
• Ability to work independently, demonstrating accuracy, reliability, and problem-solving skills.
• Excellent organizational skills, attention to detail, prioritization, and time management skills.
• Demonstrated ability to communicate professionally and effectively with all levels within and with others outside the organization (, clients, vendors, business partners, community leaders).

Last updated : 2024-05-01