General Office Assistant, Code: #131

CellTrust Corporation; Scottsdale (AZ); On-site; USD 35,000 - 45,000; Full time

Job summary

CellTrust Corporation in Scottsdale, AZ seeks a General Office Assistant to support clerical efficiency and back-office operations across administrative and financial tasks, assisting management and C‑level executives, and ensuring secure facility access including escorting visitors.

The role involves handling reception duties, coordinating office administration, processing invoices, and maintaining records, with emphasis on accuracy, confidentiality, and timely communication to keep the

Qualifications

• Must possess a valid driver’s license and have an excellent driving record.
• Administrative and financial clerical tasks experience preferred.

Responsibilities

• Answer and direct general phone and email inquiries in a professional manner.
• Issue badge access and escort visitors, vendors, and employees in secure areas.
• Provide administrative support to C-Level executives, manage calendar coordination and travel arrangements.
• Prepare reports, memos and documents; assist with invoices and financial records.

Skills

Valid driver's license

Tools

Word processing software

Spreadsheet software

Database software

Job description

General Office Assistant, Code:#131

• The position assists and supports clerical efficiency, effective operation and function of the company.
• The role involves performing a range of administrative and financial clerical tasks, duties and back office activities, both basic and complex, responsible to support management and C-Level executives in general business operations of varying levels and tasks, support accountability for facility access security, escorts visitors/clients/vendors in secure areas.
• Must possess a valid driver’s license and have an excellent driving record.

Key Tasks And Responsibilities

The General Office Assistant will perform a wide range of duties including some or all of the following:

Reception

• Answer/direct general phone and email inquiries using professional and courteous manner.
• Aid in the enforcement of specific security access, such as issuing badge access to vendors/visitors/employees.
• Provide escort to external persons requiring access.
• Greet clients, vendors, suppliers, board members and general visitors in a professional and friendly manner.
• Personal Assistance and support to CEO/COO with errands, calendar, tasks as requested.

Office Administration

• Coordinate overall administrative activities for the company.
• Use computer word processing, spreadsheet and database software to prepare reports, memos and documents.
• Collect, sort and distribute incoming mail, faxes and courier/vendor deliveries.
• Order, receive, stock, and store office supplies, kitchen supplies, and cleaning supplies in appropriate quantity to ensure availability as needed.
• Direct and collaborate Facility Services with contracted suppliers, (cleaning team, maintenance, coffee vendor)
• Provide administrative support to C Level executives, management and vendors in a professional and positive manner.
• Support meetings and events; make travel arrangements, order/delivery/pick-up food and provide personal assistance as needed.
• Manage and direct a wide range of company special projects and events as requested by executive team.
• Other duties as appropriate and requested.

Finance Assistance

• Prepare and produce reports, memos and accurate documentation.
• Code, process, secure and file financial records according to established process to ensure confidentiality at all times.
• Create and process invoices, accounts payable and receivable, ensuring accuracy, timeliness and precision with payments.
• Identify and report deviations in payments, client credit card activity, billing deficiencies etc. to Controller/CFO for escalated action.
• Prepare accurate and timely bank reconciliations, reports and deposits.
• Secure proper usage of company provided credit card; provide CFO adequate documentation (receipts) and prior approval when necessary for expenditures.
• Other duties as appropriate and requested.