Office Assistant

Grant Victor; Kaysville (UT); On-site; USD 25,000 - 30,000; Part time

Job summary

Grant Victor is seeking an Office Assistant who thrives in a friendly, fast-paced environment. This role blends administrative tasks, facilities care, and light financial support to keep daily operations smooth.

You will support reception, HR onboarding, culture initiatives, and event planning, while collaborating with local offices to maintain a welcoming, efficient workplace.

Flexible 25-30 hour schedule with daytime hours; experience with MS Office preferred.

Qualifications

• Culture-first attitude and reliability.
• Strong organizational skills and multitasking abilities.
• Proficient with MS Office (Word, Excel, Outlook).
• Clear written and verbal communication.

Responsibilities

• Maintain clean, stocked shared spaces and refresh break areas.
• Serve as the main contact for landlord and facility vendors (HVAC, electrical, etc.).
• Manage incoming mail, keys, inquiries, and update breakroom screens/newssletters.
• Support payroll reminders, track birthdays/anniversaries, and help plan monthly lunches.
• Process accounts payable/ACH payments and assist payroll summaries; pull reports for audits.
• Assist onboarding tasks (orientation materials, profiles, directories, nameplates).
• Coordinate catering and events; spend time across local offices to stay connected.

Skills

Culture-first

Organizational skills

MS Office

Communication

Flexibility

Tools

MS Office

Job description

We are looking for a friendly, dynamic, and reliable Office Assistant to join our team! This role is the heart of our day-to-day office operations, blending administrative tasks, facility oversight, basic financial support, and company culture coordination.

Key Responsibilities

Facilities & Office Upkeep

• Ensure shared common areas, conference rooms, and breakrooms are clean, organized, welcoming, and well-stocked with supplies and snacks.
• Collaborate with other tenants to maintain a professional, high-standard shared space.
• Serve as the main point of contact for the landlord and facility vendors (HVAC, Electrical, etc.).

Reception & General Office Operations

• Manage incoming mail distribution, office keys, and general inquiries.
• Update breakroom digital screens and assist with creating and sending company newsletter.
• Manage culture initiatives: track employee birthdays and work anniversaries, send out payroll reminders, and assist in planning monthly lunches.
• Coordinate customer gifting, order office supplies, and write/send thank-you letters.

Basic Accounting & Financial Support

• Process accounts payable and scheduled ACH payments in NetSuite.
• Enter bank transactions and manage Positive Pay routines.
• Assist with payroll summaries and pull financial reports for audit needs.
• Track accounting and records for our non-profit side, Grant Victor Cares.

HR & Onboarding Support

• Reconcile monthly employee benefit invoices.
• Facilitate onboarding tasks for new hires (creating new hire orientation materials, employee profile sheets, phone directory updates, and desk nameplates).

Leadership & Team Support

• Provide administrative and personal support to Strategic Business Unit (SBU) leaders as needed.
• Schedule meetings, arrange calendars, and coordinate catering/lunches for business meetings.
• Assist with company-wide parties, holiday gatherings, and team-building events.
• Spend time working across each of our local offices to maintain connectivity and support.

Qualifications & Skills

• Culture-First Mindset: Upbeat, friendly, and approachable demeanor with a true "no job is too small" attitude.
• Organizational Skills: Excellent multi-tasker who can manage competing priorities in a fast-paced environment.
• Tech-Savvy: Familiarity with MS Office.
• Communication: Clear, polite, and effective written and verbal communication skills.
• Flexibility: Willingness to adapt to shifting daily priorities and support various teams across locations.

Schedule & Hours

• Hours: 25 -30 hours per week.
• Flexibility: We offer flexible daytime scheduling within standard business hours to accommodate work-life balance.