What are the responsibilities and job description for the Office Assistant/Receptionist position at Illusions Lighting Design, LLC?
We are seeking a reliable, organized, and professional Office Assistant to support daily operations and ensure the office runs smoothly and efficiently. This is an in-person position, requiring a strong work ethic, excellent communication skills, and the ability to multitask in a fast-paced environment.
The ideal candidate is proactive, detail-oriented, and comfortable interacting with staff, management, clients, and vendors. You will play a key role in maintaining a positive office atmosphere and supporting ongoing administrative workflows.
Key ResponsibilitiesAdministrative Support
- Greet visitors, clients, and vendors in a professional and welcoming manner.
- Answer and direct incoming phone calls; take messages and distribute them accordingly.
- Manage daily emails, correspondence, and internal communications.
- Prepare, organize, and maintain physical and digital files.
- Assist with scheduling meetings, appointments, and conference room reservations.
- Handle incoming and outgoing mail, packages, and deliveries.
- Support management with administrative tasks, including drafting letters, creating reports, and updating documents.
Office Operations
- Maintain the cleanliness, organization, and professional appearance of the office environment.
- Monitor office supplies and reorder materials as needed.
- Assist with inventory tracking and restocking workstations.
- Coordinate office repairs or maintenance with building management when necessary.
- Ensure office equipment (printers, scanners, computers, etc.) is functioning properly and report issues promptly.
Clerical & Data Entry Duties
- Enter, update, and maintain information in company databases with accuracy.
- Prepare spreadsheets, records, and forms as needed.
- Assist with handling invoices, receipts, and basic recordkeeping tasks.
- Manage the organization of documents for easy retrieval by management.
Team Support
- Assist coworkers and management with small projects and administrative tasks as requested.
- Help new employees during onboarding by preparing documents and setting up work areas.
- Support company events, team meetings, and training sessions by organizing materials or setting up spaces.
Customer & Client Support
- Provide polite and professional support to visitors and callers.
- Help direct clients to the right departments or individuals.
- Respond to basic inquiries and escalate more complex questions when needed.
Qualifications
- High school diploma or equivalent required; associate degree preferred.
- Previous experience in an office or administrative role is a plus but not required.
- Strong communication skills (verbal and written).
- Excellent organizational skills and attention to detail.
- Ability to multitask and manage time effectively.
- Proficiency with Microsoft Office Suite (Word, Excel, Outlook).
- Professional attitude, punctuality, and a willingness to learn.
- Comfortable working in person, with daily interaction with staff and visitors.
Working Conditions
- This is an on-site/in-office position.
- Standard business hours, with occasional flexibility during busy periods.
- Frequent interaction with employees, visitors, and management.
- Must be able to sit, stand, walk, and lift small packages or office items as needed.
Pay: $23.92 - $28.81 per hour
Expected hours: 40.0 per week
Benefits:
- Dental insurance
- Employee assistance program
- Flexible schedule
- Health insurance
- Paid time off
- Professional development assistance
Work Location: In person
Salary : $24 - $29