What are the responsibilities and job description for the Office Assistant position at DeShano Companies, Inc.?
We are looking for a dependable, organized, and professional Office Assistant to join our team. This position serves as the first point of contact for callers making strong customer service and communication skills essential. The ideal candidate will be detail-oriented, able to manage a variety of administrative and clerical tasks, and willing to support the daily operations of a busy office.
We pride ourselves on fostering a positive, supportive workplace culture where teamwork, collaboration, and mutual respect are highly valued. The ideal candidate will enjoy working closely with others, contributing to a team-oriented environment, and helping ensure the smooth day-to-day operation of our office.
Responsibilities include answering and directing phone calls, greeting visitors, processing paperwork, filing and scanning documents, running errands, maintaining office supplies, performing light office organization and cleaning tasks, closing the office and providing general administrative support to multiple departments as needed.
Responsibilities
- Answer and manage a multi-line phone system, assist callers, and direct calls as needed.
- Accept and process payments at the front counter
- Close the office following established procedures and checklists.
- Run daily errands, including the post office, and bank deposits.
- Log incoming waivers and follow up on outstanding waivers.
- Prepare and type pre-sign waivers.
- File work orders and miscellaneous paperwork in job files.
- Create job maps.
- Prepare labels for subcontractor envelopes.
- Sort and open incoming mail daily.
- Scan reports to the server.
- Process Trim Order Sheets
- Organize jobs into expandable folders.
- Bind and file closed job files.
- Prepare Safety Manuals and Employee Handbooks as requested.
- Maintain the office kitchen and remove trash daily.
- Perform light office cleaning duties as requested, including dusting, vacuuming, sweeping, and window cleaning.
- Provide administrative support to staff, including copying, faxing, scanning, typing, and filing.
- Review and update Product Information Guide binders (SDS books) annually.
- Archive closed job files at year-end according to established procedures.
- Archive paid invoices at year-end, maintaining current and prior-year records in the office.
- Provide backup support for processing accepted quotes as needed.
- Perform additional administrative and office support duties as assigned.
- Complete weekly office refill checklist.
- Conduct weekly inventory of copy supplies, including the KIP machine.
- Complete monthly inventory checklist.
- Receive, unpack, and organize office supply orders.
- Maintain a clean, neat, and organized office supply closet.
- Prepare outgoing mail for post office
- Monitor postage meter and refill as necessary
- Prepare and send completion date letters to the builder and customer two weeks after the job starts
Skills & Education
- Excellent organizational and time-management skills.
- Strong customer service skills with a friendly, patient, and attentive demeanor.
- Courteous, polite, and cheerful in all interactions.
- Trustworthy, with the ability to handle cash, make bank deposits, and manage confidential information.
Physical Requirements
- Ability to use a computer for several hours per day.
- Bending and reaching when filing or handling documents.
Other Requirements
- Must pass a drug test and clear a criminal background check.
- Agreement to “at-will” employment contract.
- Possess a valid driver’s license and have reliable transportation.
Pay: $16.00 per hour
Work Location: In person
Salary : $16