Office Assistant

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Office Assistant
The candidate will assist Office Administrator or Workplace Services Supervisor, managing daily office needs, providing relief support to receptionist, and working with local office vendors. Accurate collection, sorting, logging, and distribution of incoming U.S. mail, inter-office and intra-office mail and overnight packages daily. Be familiar with and help maintain Pitney Bowes machine. Understand rates and service offerings through Pitney Bowes, USPS, FedEx, and UPS and make recommendations to end users. Assist internal customers with online FedEx accounts and Airbills. Ensure delivery of incoming mail and packages, including hand delivery to post office, if needed. Update distribution lists and sort bins in mail carts as necessary. Accurate chargebacks of expenses to clients and Firm personnel. Monitor and distribute electronic faxes. Maintain an adequate level of mail room supplies, i.e. postage tape, ink, mailing envelopes, expense vouchers, certified, registered, Express and Priority supplies. Order and reconcile of Office Supplies for the office. Maintain organization and upkeep of supply/copy room while maintaining proper levels of inventory and rotation of inventory. Understand emergency procedures; respond appropriately if emergencies arise. Cope successfully with demands, remain calm under pressure; notify supervisor of difficult situations. Provide administrative support for office such as copying, faxing and scanning. Assist with clerical projects such as large mailings and file organization. Provide occasional backup, as needed in the following areas: maintenance of kitchen areas and conference rooms to include supplies and cleanliness, maintain safe and orderly facility. Perform other facilities jobs and duties as may be required from time to time. High School or better degree is required. Associate’s or better degree is preferred. Should have 3-5 years relevant experience, preferably in a professional services environment. Should have 2-3 years of experience providing administrative office support. Should preferably have 2-3 years of experience performing Receptionist duties. Experience in a Records/Clerical/Filing role is a plus.

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