Office Assistant

LighthouseAI; Lower Merion Township (Montgomery County); On-site; USD 28,000 - 39,000; Full time

Benefits offered by this job

Health, Dental, Vision Insurance

STD, LTD, Life Insurance

401(k)

10 Paid Holidays

3 weeks PTO annually

Job summary

LighthouseAI in Narberth, PA is seeking a full-time, in-office Office Assistant to support document management, mail handling, and general office tasks in a fast-paced environment.

You will organize physical and digital files, assist with mail drops and deliveries, and provide back-up for the mailroom and front office. The role requires lifting up to 40 lbs and flexibility to handle varied administrative duties.

Qualifications

• 2+ years of office administration or document management experience.
• Experience in a law firm is preferred but not required.
• Proficiency with Microsoft Office Suite, Adobe PDF, and document management systems/databases.
• Strong organizational skills with attention to detail and accuracy.
• Effective written and verbal communication; handling confidential information professionally.
• Flexible, proactive, and able to manage multiple priorities in a fast-paced environment.
• Ability to lift up to 40 lbs and perform light housekeeping/office support tasks.

Responsibilities

• Document Management: organize and maintain physical and digital files; shred confidential documents.
• Mailroom and Office Support: handle mail, deliveries, and conference-related shipments as needed.
• General Office Tasks: light housekeeping, move items up to 40 lbs; support administrative functions.
• Administrative Duties: assist front office and office manager; adapt to evolving needs.

Skills

Organizational skills

Written & verbal communication

Proactive & flexible

Education

No degree required

Tools

Microsoft Office Suite

Adobe PDF

Document management systems

Job description

This is a full-time in office position in Narberth/Penn Valley, PA.

Working Hours: Monday-Friday 8am - 4:30pm

Essential Duties and Responsibilities:

Office Assistant

• Document Management


• 
  
  
  
  • Organize and maintain physical and digital files, ensuring accurate and efficient record-keeping.
  
  
  • Shred confidential and outdated documents in compliance with company policies.
  
  
  • File and retrieve documents as needed.
  
  
  • Process incoming mail for project managers, including opening, scanning, and uploading documents.
  
  
  • Convert files to different formats as needed (Adobe PDF, etc.).
  
  
  • Maintain and update the client database (Lighthouse – Document Repository).
  
  
  
  


• Mailroom and Office Support


• 
  
  
  
  • Serve as a backup for the mailroom, handling tasks in the absence of designated staff and assisting with mail related requests.
  
  
  • Prepare and coordinate mail drops and deliveries through UPS, USPS, and FedEx.
  
  
  • Receive and distribute incoming packages and correspondence efficiently.
  
  
  • Assist with conference-related shipments and other special projects as assigned.
  
  
  
  


• General Office Tasks


• 
  
  
  
  • Perform light housekeeping duties, such as breaking down and disposing of boxes to maintain a clean and organized workspace.
  
  
  • Lift and move items up to 40 lbs as required for shipments, office organization, and supplies management.
  
  
  • Support various administrative functions as needed based on business requirements.
  
  
  • Responsibilities and tasks outlined in this document are not exhaustive and may change as determined by the needs of the company and/or it’s clients.
  
  
  
  


• Administrative Duties:


• 
  
  
  
  • Take on additional responsibilities and tasks as determined by the evolving needs of the company and its customers.
  
  
  • Support front office and office manager duties as needed
  
  
  • Demonstrate flexibility and a proactive approach to meeting dynamic organizational goals.
  
  
  
  

Qualifications:

• 2+ years of office administration or document management experience.


• Previous experience in a law firm is preferred but not required.


• Proficiency with Microsoft Office Suite, Adobe PDF, and document management systems/databases.


• Strong organizational skills with attention to detail and accuracy.


• Effective written and verbal communication skills; ability to handle confidential information professionally.


• Flexible, proactive, and able to manage multiple priorities in a fast-paced environment.


• Ability to lift up to 40 lbs and perform light housekeeping/office support tasks.

Compenstion: $24/hour

Benefits:

• Health, Dental, Vision Insurance


• STD, LTD, Life Insurance


• 401(k)


• 10 Paid Holidays


• 3 weeks PTO annually