Office Assistant

LighthouseAI; Penn Valley (PA); On-site; USD 38,000 - 46,000; Full time

Job summary

LighthouseAI, Narberth/Penn Valley, PA, seeks an Office Assistant for a full-time in-office role. Working hours Mon-Fri 8am-4:30pm, you will manage documents, coordinate mail, and support front office operations.

Responsibilities include file organization, database maintenance, and light housekeeping. Prior law-firm experience preferred but not required; candidate must lift up to 40 lbs and handle confidential information professionally.

Qualifications

• 2+ years of office administration or document management experience.
• 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 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.
• Mailroom and office support: process mail and coordinate deliveries.
• Maintain and update client database and records.
• General office tasks and light housekeeping to keep workspace organized.
• Support front office and office manager duties as needed.
• Handle varied responsibilities as company needs evolve.

Skills

Organizational skills

Written and verbal communication

Flexibility

Tools

Microsoft Office Suite

Adobe PDF

Document management systems

Job description

About LighthouseAI
LighthouseAI provides pharmaceutical state licensing software and services to pharmaceutical manufacturers, wholesale distributors, logistics companies, and pharmacies. The LighthouseAI product suite includes LighthouseAI Intelligence®, which uses artificial intelligence to automate compliance requirement research, and LighthouseAI Management® which enables maintenance. LighthouseAI creates a stress-free and streamlined state licensing experience with support from our expert industry veterans and professional solutions.

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• Shred confidential and outdated documents in compliance with company policies.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.