Office Assistant

Job Title: Office Assistant

Work Hours: 8:00 am to 5:00 pm, Monday through Friday

Primary Job Functions: Responsible for handling customer calls and routing to the appropriate department or paging personnel as necessary. To give office support to theĀ entire company as needed using a variety of computer and organizational skills. Maintain the product literature for the sales staff. Other accounting support as directed by the Office Manager.

Reports to: Office Manager

Daily Duties:

  • Retrieve messages from answering service and route appropriately.
  • Answer all incoming calls and route to the appropriate person.
  • Take messages and page personnel as necessitated.
  • Schedule service calls as directed.
  • Prepare letters, marketing pieces, and spreadsheets as requested.
  • Maintain product literature inventory.
  • Receive and distribute daily US mail and internal mail.
  • Collate accounts payable packing slips with purchase orders.
  • As vendor invoices are received collate with packing slip and purchase order, then update accounting software.
  • File Accounts Receivable and Accounts Payable invoices after update to accounting software.
  • Confirm Vendor statements with vendor balance in accounting software.
  • Order office supplies and maintain / control supply inventory.
  • Update service database from each service ticket.
  • Other duties as assigned.

Performance Indicators: Certain key business indicators that will measure the effectiveness of the Office Assistant. These include the following:

  • Promptness of answering calls.
  • Promptness of retrieving messages
  • Efficiency level with respect to preparing letters, marketing pieces, and spreadsheets.
  • Communication skills.
  • Timeliness and accuracy of accounting data entry.
  • Filing accuracy.
  • Number of times office supply items are out of stock.

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