Office Assistant

Job Summary

We are seeking a highly organized and detail‑oriented Office Assistant to join our dynamic team. The ideal candidate will possess strong administrative skills and be able to manage a wide range of office and operational tasks efficiently. This role supports daily office operations, customer service, basic bookkeeping, inventory coordination, and communication between the office and shop to ensure smooth workflow across the company.

ResponsibilitiesAdministrative & Front Office

• Manage front desk operations, greet visitors, and handle inquiries
• Operate multi‑line phone systems; direct calls and take accurate messages
• Perform accurate data entry and maintain organized filing systems
• Assist with calendar management, scheduling, and meeting coordination
• Prepare reports, forms, and documents using Microsoft Office
• Proofread documents for accuracy before distribution
• Demonstrate excellent phone and email etiquette with clients and vendors

Customer Service

• Provide responsive customer support and resolve client needs promptly
• Assist with service‑related inquiries and coordinate with technicians as needed

Bookkeeping & Office Systems

• Utilize QuickBooks Enterprise for basic bookkeeping tasks
• Assist with invoicing, billing follow‑up, and payment entry
• Support work order tracking, ensuring jobs move through each stage accurately
• Maintain digital and physical records for POs, invoices, and work orders

Inventory, Ordering & Shop Support

• Monitor and maintain inventory levels for office and shop supplies
• Create and manage shop needs lists to support technicians and workflow
• Place orders for parts, supplies, and materials as approved
• Track incoming shipments and coordinate with the shop for item receipts
• Assist with organizing storage areas and maintaining supply accuracy

Cleaning & Facility Upkeep

• Perform basic cleaning tasks to maintain a tidy and professional office environment
• (e.g., wiping surfaces, organizing common areas, light trash removal)
• Support general facility upkeep to ensure a clean, safe workspace for staff and visitorsSkills & Qualifications
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)
• Strong computer literacy and ability to learn new software quickly
• Excellent organizational skills with a keen eye for detail
• Effective time‑management and task‑prioritization abilities
• Previous clerical or administrative experience preferred
• Bilingual abilities are a plus
• Customer service experience highly valued
• Familiarity with service‑company receptionist duties is advantageous
• Accurate typing and data entry skills
• Personal assistant experience is beneficial

Physical Requirements (ADA‑Compliant)

• Must be able to sit, stand, walk, and use a computer for extended periods
• Must be able to lift, carry, push, or pull 20–50 lbs occasionally, and heavier items as needed using proper lifting technique or assistance
• Must be able to bend, reach, stoop, and perform light physical tasks related to office upkeep, inventory handling, and shop support
• Must be able to move between office, storage, and shop areas as part of daily duties
• Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions

Job Types: Full-time, Part-time

Pay: $16.50 - $21.00 per hour

Benefits:

• Flexible schedule
• Tuition reimbursement

Work Location: In person

Salary : $17 - $21