Office Assistant

Vasile Elevator, Inc; Pompano Beach (FL); Hybrid; USD 30,000 - 37,000; Full time

Benefits offered by this job

401(k)

Dental insurance

Health insurance

Paid time off

Vision insurance

Job summary

Vasile Elevator, Inc in Florida is seeking an Office Assistant to provide essential administrative support, ensuring smooth daily operations and alignment with EOS.

You will manage meetings, data, communications, procurement, HR support, and cross-functional coordination, while maintaining confidentiality and accuracy in a fast-paced environment.

Qualifications

• Minimum bachelor’s degree in business, management, or a related field.

Responsibilities

• Administrative Support: Manage daily office responsibilities, including filing, scheduling meetings or events, and maintaining organizational systems.
• Communication Coordination: Serve as the primary point of contact for internal and external communications, ensuring messages are delivered accurately, promptly, and to the appropriate parties.
• Data Management: Maintain accurate records and documentation, including data entry, reporting, and filing.
• Meeting Support: Schedule, prepare materials for, and document meetings, including taking minutes and following up on action items.
• Office Supply Management: Monitor and manage office supplies inventory, placing orders as needed to avoid shortages.
• Reception Duties: Greet visitors, answer phone calls, and direct inquiries to the appropriate team members.
• Task Coordination: Assist with coordinating team projects, deadlines, and workflows to enhance productivity.
• Vendor and Client Relations: Communicate with vendors and clients, addressing inquiries and ensuring excellent service delivery.
• Purchasing Support: Issue purchase orders (POs) and log data to assist the Purchasing Department in managing workflows and inventory.
• Accounts Payable Assistance: Support the AP department with billing, receiving purchase orders (POs), and maintaining accurate records of transactions.
• HR Support: Assist the HR department with timekeeping, ensuring accurate employee attendance records and compliance with policies.
• Event and Travel Assistance: Help coordinate team events, travel arrangements, and company activities as required.
• Problem-Solving: Address and resolve office issues efficiently, escalating to leadership when necessary.
• Support Team Culture: Foster a positive, collaborative environment that aligns with company values and goals.

Skills

Office administration

Scheduling

Data entry

Vendor relations

Time management

Communication

Prioritization

Education

Bachelor's degree in business/management or related field

Tools

QuickBooks

NetSuite

ERP systems

Microsoft Office

Job description

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Mission

The Office Assistant’s mission is to provide exceptional organizational and administrative support to ensure seamless daily operations. They contribute to the company’s success by upholding the principles of the Entrepreneurial Operating System (EOS), fostering clear communication, accountability, and efficiency within the team to achieve shared goals.

Responsibilities/Functions

• Administrative Support: Manage daily office responsibilities, including filing, scheduling meetings or events, and maintaining organizational systems.
• Communication Coordination: Serve as the primary point of contact for facilitating internal and external communications, ensuring messages are delivered accurately, promptly, and to the appropriate parties.
• Data Management: Maintain accurate records and documentation, including data entry, reporting, and filing.
• Meeting Support: Schedule, prepare materials for, and document meetings, including taking minutes and following up on action items.
• Office Supply Management: Monitor and manage office supplies inventory, placing orders as needed to avoid shortages.
• Reception Duties: Greet visitors, answer phone calls, and direct inquiries to the appropriate team members.
• Task Coordination: Assist with coordinating team projects, deadlines, and workflows to enhance productivity.
• Vendor and Client Relations: Communicate with vendors and clients, addressing inquiries and ensuring excellent service delivery.
• Purchasing Support: Issue purchase orders (POs) and log data to assist the Purchasing Department in managing workflows and inventory.
• Accounts Payable Assistance: Support the AP department with billing, receiving purchase orders (POs), and maintaining accurate records of transactions.
• HR Support: Assist the HR department with timekeeping, ensuring accurate employee attendance records and compliance with policies.
• Event and Travel Assistance: Help coordinate team events, travel arrangements, and company activities as required.
• Problem-Solving: Address and resolve office issues efficiently, escalating to leadership when necessary.
• Support Team Culture: Foster a positive, collaborative environment that aligns with company values and goals.

Skills & Experience

• Minimum bachelor’s degree in business, management, or a related field.
• 3+ years of experience in a similar role, with a proven track record of driving results.
• 3+ years of experience with QuickBooks or similar systems
• Proficient in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with office management software; experience with NetSuite or an ERP system
• Resourceful in addressing and resolving office challenges effectively and efficiently.
• Strong ability to prioritize tasks, manage time effectively, and maintain organized workflows.
• High level of accuracy in managing data, records, and documentation.
• Excellent written and verbal communication, with the ability to interact professionally with team members, clients, and vendors.
• Resourceful in addressing and resolving office challenges effectively and efficiently.
• Proven ability to work collaboratively in a team-oriented environment while also managing independent tasks.
• Familiarity with AP processes, including billing, and processing POs
• Experience with issuing POs and tracking purchasing data to assist with inventory and procurement processes.
• Understanding of basic HR processes, including timekeeping and employee record management.
• Professional demeanor and strong interpersonal skills for managing vendor and client relationships.
• Flexibility to handle multiple tasks in a fast-paced environment, adjusting priorities as needed.
• Commitment to maintaining confidentiality and professionalism when handling sensitive information.
• Knowledge of or experience implementing the Entrepreneurial Operating System (EOS) is preferred but not required.

Hours

• 7am – 4pm, Mon – Fri (excluding federal holidays) – Fridays are a rotating remote schedule

Compensation/Benefits

• $22 - $27 per hour commensurate with experience & education
• Medical, dental, vision benefits and 401k available after 60 days
• 3 weeks paid time off per year, accrued bi-weekly
• 5 paid holidays per year