What are the responsibilities and job description for the Office Associate position at MoboTrex?
Description
Primary Objective
The Office Associate keeps the day-to-day operations of the office running smoothly by providing front-office, administrative, and facilities support. This role is well organized, works independently with little supervision, maintains a positive attitude, contributes positively in a team environment, and is comfortable working in a fast-paced industry with short timelines.
Duties And Responsibilities
Front Office & Communication
Required Skills and Abilities
Primary Objective
The Office Associate keeps the day-to-day operations of the office running smoothly by providing front-office, administrative, and facilities support. This role is well organized, works independently with little supervision, maintains a positive attitude, contributes positively in a team environment, and is comfortable working in a fast-paced industry with short timelines.
Duties And Responsibilities
Front Office & Communication
- Manages incoming phone calls, directing them to the appropriate staff or department.
- Maintains daily upkeep of common areas, including the front office, restrooms, conference room, and kitchenette.
- Sets up the coffee pot daily and at end of day.
- Maintains absence and conference room calendars.
- Handles filing, copying, and scanning of documents.
- Assists with organizing preliens and mailing out final lien releases.
- Marks jobs paid in the job log and stamps the corresponding physical file.
- Arranges FedEx shipments as needed.
- Tracks printer ink/toner inventory, ordering, and recycling.
- Maintains office supply inventory and ordering.
- Maintains the Konica printer, keeping it tidy daily and reporting the meter reading monthly.
- Assists in handling routine monthly building services and needs.
- Supports seasonal needs such as office decoration, holiday cards, and holiday party planning assistance, as needed.
- Provides AP and AR assistance, including shiplog maintenance and tracking AP check release dates.
- Supports small projects and performs other administrative duties as assigned or requested.
Required Skills and Abilities
- High degree of accuracy and attention to detail.
- Ability to work both collaboratively and independently.
- Proficient in Microsoft Office Suite and Google applications.
- Strong multi-tasker; able to manage competing priorities in a fast-paced environment with short timelines.
- Reliable in work and attendance; comfortable working with little supervision.
- Clear written and verbal communication skills; positive attitude and a strong team contributor.
- High school diploma or equivalent required; additional coursework in office or business administration preferred.
- 1 years of experience in an administrative, office support, or receptionist role preferred.
- Experience with accounts payable/receivable support and general office equipment (printers, copiers, postage/shipping) a plus.
- Prolonged periods of being on feet, kneeling, and bending.
- Must be able to lift up to 35 pounds.
- Frequent use of hands for keyboard operation, filing, and document handling.
- Office-based in Livermore, CA; standard business hours with occasional flexibility for building or seasonal needs.
- Fast-paced environment with short timelines and shifting priorities; works closely with office staff and interfaces with vendors, building services, and other departments.