Office Assistant & Social Media Manager

Virtual Office by Design

Virtual Office by Design is a 25-year-old company based in Indianapolis, Indiana & managed by a small team of professionals. We are located at 8520 Allison Pointe Blvd, Suite 220, Indianapolis, IN 46250 which is in a corporate park just inside the I-465 Loop. We are a small, boutique B2B firm looking for an experienced professional with a specific set of skills to help our small team grow. Position is highly collaborative with another employee with similar job description and with owner/president of company. United States Military Veterans are encouraged to apply.

We have 4 primary revenue streams:

• Reception Services whereby we answer 100% of In-Bound calls for clients and triage the calls by connecting the caller to the appropriate people at each client, take message, and provide key information to callers. We also schedule many sales appointment for clients in the Home Services sector.
• Dedicated Individual Office space for individuals wanting a professional space. We have 9 offices available.
• Conference/Meeting rooms for client or employee meetings that hold up to 35 people. We have 3 conference rooms available for hourly or daily rental.
• Mailbox and Address services for companies or LLC’s that want to avoid business mail going to their personal home address. This includes handling Server of Process documents for many legal reasons.

Key Job Responsibilities:

Most importantly, uphold & demonstrate the values of Virtual Office by Design with all clients, prospects, vendors, and employees:

• Client Service & Growth focused mentality
• Friendly, Professional, & Supportive mindset
• Team-oriented with Great Communication
• Solution mindset to solving problems
• Active Leadership, Accountability, and Integrity
• Organized, Reliable, & Dedicated.

1. Answer all incoming calls in a positive, friendly tone.

• Using EVO technology and your laptop with phone embedded, use headset to answer all calls on behalf of clients using pre-approved scrip which populates on screen:

o For example: “Thanks for calling Budget Blinds, how may we help you today?”

o Follow instructions per client wishes provided on laptop screen.

o Provide answers to VOBD clients as needed or connect client calls to proper contacts at each client

2. Serve as Social& Digital Marketing coordinator for company (ideally with this skill set)

• Post content & lead SEO advertising on LinkedIn, Instagram, Google, Facebook and other digital platforms as needed.
• Update marketing partner & lead generation websites as needed.
• Update VirtualOfficebyDesign.com website monthly with promotion, content, pricing changes, and other needs.
• Help with marketing & lead generation using emerging AI platforms

3. Check Email Inbox regularly.

• Respond to emails on a timely basis.
• Assign mailboxes to new mail clients as needed.
• Contact new clients to Welcome & On-Board them to VOBD.

4. Greet all visitors in lobby and coordinate who they are here to see/visit.

• Ask office client if they are ready to meet with visitors who have arrived.
• If so, escort or direct visitor to client’s office.

5. Receive and sort all incoming mail, deliver to individual boxes in Operations Room or for Office Clients, deliver to each individual office.

 Sort mail by client first & Place in each clients’ mailbox

 Scan and deposit all incoming checks for VOBD to Merchants Bank account.

Receive SOPs (Server of Process) from process servers and handle according to instructions provided.

 These are critically important legal documents which have strict handling procedures so it’s important to follow directions in a timely manner as we have many important clients in this space.

 Timely scanning and emailing of In-Bound documents to clients.

6. Coordinate any Conference Room meetings and needs as appropriate.

o Provide Pricing to prospects and make reservations

o On meeting dates assist if needed to coordinate coffee, direct food delivery to rooms, etc.

SKILLS Required

• Professional & Friendly phone etiquette
• Basic Computer proficiency
• Digital & Social Marketing expertise (highly important)
• Strong communicator via in-person, email, phone, text.
• Light lifting of mail & packages for clients
• Highly organized

Benefits:

• Hybrid work schedule Monday thru Friday

o 50% Remote/Work from Home; 50% in-office (8:30 – 5:00)

• Approximately 30 hours per week.

o No Evenings nor Weekends planned - unless unique client request (rare)

o Strong Work/Life Balance

• Competitive Hourly pay with pay dates on the 5th and 20th each month.
• Annual Paid Holidays (12)

o Including closure typically between Christmas and New Years.

• Two weeks Paid Vacation annually & Sick days.
• No health nor retirement benefits at this time.
• Access to work out facility in building.
• Free Coffee, Free Parking, Close to retail/dining options

Pay: $18.00 - $20.00 per hour

Expected hours: 32.0 – 40.0 per week

Benefits:

• Paid time off

Work Location: Hybrid remote in Indianapolis, IN 46250

Salary : $18 - $20