Office Assistant

Valence Surface Technologies; Grove (OK); On-site; USD 32,000 - 42,000; Full time

Job summary

Valence Surface Technologies in Oklahoma (Grove) seeks a receptionist/administrative assistant to warmly welcome visitors, answer inquiries by phone or email, and direct guests to the right personnel. The role manages sign-in procedures, badge issuance, mail distribution, and conference room scheduling, ensuring a safe, organized front desk.

The ideal candidate has at least 1 year of office administration experience, strong communication, and the ability to handle multiple tasks efficiently.

Qualifications

• 1 year(s): Office administrations

Responsibilities

• Welcomes visitors by greeting them, in person or on the phone; answering or referring inquiries or take message and email when needed.
• Directs visitors to the appropriate company personnel; making sure all visitors, contractors and customers entering the building sign in and are given badges.
• Maintains safe and clean reception area & conference room by complying with procedures, rules, and guidelines. Respects confidentiality in discussing participant/consumer, staff, volunteers and organizational matters.
• Orders non-Purchase Order items and meals when needed
• Review weekly UPS and FedEx invoices
• Ensure invoices received by mail are processed correctly
• Sort and distribute mail to appropriate departments.
• Schedules conference rooms for meetings, visitors, and interviews.
• Prepare documents to be scanned by removing staples, paper clips, etc.
• Scan documents into electronic database as directed by the company.
• Ensure the scanned documents are legible before submitting them in the electronic database.
• Report any maintenance or repairs needed on the copiers/printers/scanners to the appropriate outsourced company.
• Perform other duties as assigned.

Job description

• Welcomes visitors by greeting them, in person or on the phone; answering or referring inquiries or take message and email when needed.
• Directs visitors to the appropriate company personnel; making sure all visitors, contractors and customers entering the building sign in and are given badges.
• Maintains safe and clean reception area & conference room by complying with procedures, rules, and guidelines. Respects confidentiality in discussing participant/consumer, staff, volunteers and organizational matters.
• Orders non-Purchase Order items and meals when needed
• Review weekly UPS and FedEx invoices
• Ensure invoices received by mail are processed correctly
• Sort and distribute mail to appropriate departments.
• Schedules conference rooms for meetings, visitors, and interviews.
• Prepare documents to be scanned by removing staples, paper clips, etc.
• Scan documents into electronic database as directed by the company.
• Ensure the scanned documents are legible before submitting them in the electronic database.
• Report any maintenance or repairs needed on the copiers/printers/scanners to the appropriate outsourced company.
• Perform other duties as assigned.

• Welcomes visitors by greeting them, in person or on the phone; answering or referring inquiries or take message and email when needed.
• Directs visitors to the appropriate company personnel; making sure all visitors, contractors and customers entering the building sign in and are given badges.
• Maintains safe and clean reception area & conference room by complying with procedures, rules, and guidelines. Respects confidentiality in discussing participant/consumer, staff, volunteers and organizational matters.
• Orders non-Purchase Order items and meals when needed
• Review weekly UPS and FedEx invoices
• Ensure invoices received by mail are processed correctly
• Sort and distribute mail to appropriate departments.
• Schedules conference rooms for meetings, visitors, and interviews.
• Prepare documents to be scanned by removing staples, paper clips, etc.
• Scan documents into electronic database as directed by the company.
• Ensure the scanned documents are legible before submitting them in the electronic database.
• Report any maintenance or repairs needed on the copiers/printers/scanners to the appropriate outsourced company.
• Perform other duties as assigned.

Experience

Required

• 1 year(s): Office administrations

Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.