Office Assistant

Office Assistant

Position Overview

The office assistant is responsible for providing administrative and clerical support to staff members and management. They play a vital role in maintaining an efficient office environment, facilitating communication, and assisting in the execution of day-to-day operations. Office assistants are typically the first point of contact for visitors and callers, representing the organization with professionalism and courtesy.

Key Responsibilities

Reception Duties:

Greet and assist visitors and clients in a courteous manner

Answer and direct phone calls using a multi-line phone system

Respond to email inquiries and forward messages to appropriate staff

Manages and monitors “Lillio” Childcare Management Software

Performs duties related to fee collection

Coordinates enrollment/termination and maintains records

Maintains and reviews for accuracy each child’s application including CNP Forms

Monitors “Arise” Child Care Administrative Resource Education System

Monitors student absences and communicate any related concerns with parents

Reviews each class sign in/out written and electronic

Performs duties related to fee collection

Prepares and prints required reports

Maintain the reception area, ensuring it is clean and organized

Handle confidential information with discretion

Organize and file paperwork, ensuring easy retrieval when necessary

Archive documents according to company policy and regulatory requirements

Help organize center events, workshops, and training sessions

Facilitate internal communication by distributing memos, notices, and agendas

Performs other duties as needed.

Required Qualifications

· High school diploma or equivalent; post-secondary education in office administration or related field is an asset

· Proven experience in an administrative or clerical role, preferably in a professional office environment

· Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and office equipment (copiers, fax machines, multi-line phones)

· Excellent verbal and written communication skills bilingual a plus

· Strong organizational and time-management abilities

· Attention to detail and accuracy in all tasks

· Ability to multitask and prioritize workload effectively

· Discretion and professionalism in handling sensitive information

· Reliable, punctual, and able to work both independently and as part of a team

Preferred Skills and Attributes

· Adaptability: Comfortable working in a fast-paced environment with shifting priorities

· Customer Service Orientation: Friendly and approachable demeanor when interacting with clients and colleagues

· Technological Aptitude: Quick to learn new software and digital tools as required by the organization

· Collaboration: Works well within a team, contributing to group objectives and supporting others as needed

Job Type: Part-time

Pay: $11.00 - $15.00 per hour

Work Location: In person

Salary : $11 - $15