Office Assistant and Runner

Capitol Services; United States; On-site; USD 1,932,000 - 2,752,000; Full time

Benefits offered by this job

Medical plans

Dental and vision benefits

401k with employer contribution

Life and disability insurance

Paid time off 4 weeks + 10 holidays

Job summary

Capitol Services seeks an Office Assistant and Runner in Austin, TX to support document deliveries to state agencies and couriers, file documents, and assist the Administrative Service Manager with clerical tasks. The role is 100% in-office, Monday through Friday, with responsibility for mail, routing calls, and basic office maintenance.

The ideal candidate is highly organized with excellent communication skills, able to multitask in a fast-paced setting, and reliable for a fixed in-office

Qualifications

• Strong organizational and time management skills with ability to multitask and prioritize tasks.
• Excellent verbal and written communication; professional and friendly with clients and coworkers.
• Reliable, punctual, and able to follow a fixed in-office schedule in Austin.

Responsibilities

• Coordinate deliveries with USPS, FedEx, and UPS.
• Deliver and file documents with state agencies; retrieve filed/rejected docs.
• Manage mail operations including opening, sorting, and distributing incoming mail.
• Assist with new hire workstation setup and kitchen/breakroom upkeep.
• Answer and route phone calls on a multiline switchboard; maintain courtesy and professionalism.

Skills

Organizational skills

Time management

Communication skills

Multitasking

Attention to detail

Problem solving

Coachable

Team player

Reliability

Tools

Microsoft Office

Job description

Capitol Services is currently seeking an Office Assistant and Runner to join our growing team. Capitol Services was founded in 1978 and has become a leading provider of services to legal and financial professionals nationwide. Our mission is to provide friendly high value and superior service to our clients amid a collaborative atmosphere that encourages a balanced work life experience for our employees. Named one of the Best Places to Work by the Austin American Statesman we know that it takes the right mix of passion dedication and fun to make a well rounded workplace. Joining the Capitol Services team means working with a best in class passionate team of professionals that truly cares about the work we do and the people we do it for. If that sounds like an environment you’d like to be a part of we’d love to talk to you. Capitol Services is an equal opportunity employer.

About the role

You will be working in our Austin TX location responsible for delivering and retrieving documents from various state agencies offices and institutions located in the downtown area, coordinating mail delivers among the various couriers and assisting the Administrative Service Manager in the fulfillment of in office clerical tasks. This role involves working full time and 100% in office Monday through Friday.

What you will do

• Coordinate deliveries to and from various couriers including USPS, FedEx and UPS
• Deliver and file documents with various state agencies
• Retrieve filed and rejected documents from various state agencies
• Deliver and deposit checks into company account with designated financial institution
• Plan and follow the most efficient routes for deliveries and retrievals
• Accurately open sort and distribute incoming mail
• Meter outgoing mail including certified mailers and parcels
• Assist in outgoing bulk mail projects
• Assist with tracking maintaining and distributing office supplies
• Assist with setting up new hire workstations
• Engage in kitchen and breakroom maintenance
• Manage a computer based multiline switchboard phone system
• Answer incoming calls in a courteous and professional manner
• Forward calls to the appropriate employee or department for further assistance
• Communicate courteously and professionally with clients correspondents and coworkers
• Perform additional clerical tasks as needed

Who you are

• Strong organizational and time management skills You have the ability to multi task and prioritize projects assignments
• You have strong attention to detail and exhibit a reasonable sense of urgency
• Excellent communication skills
• You have excellent verbal and written communication skills You communicate in both a professional and friendly manner with clients and coworkers
• Adaptable You are eager to use new tools and learn new processes and technologies You can adapt to changing priorities while working in a fast paced and high stress environment You have strong problem solving skills to address any challenges that may arise
• Coachable You have the ability to retain and implement instruction and training You are open to learn and navigate our current processes and systems You are not afraid to ask questions
• Positive attitude You demonstrate a positive customer service attitude You are courteous and polite especially when navigating through difficult conversations problems or complaints that may arise
• Team player You are able to work in both a team and independent setting You tend to foster support and dependability towards your peers while also getting your individual tasks done within specific time constraints
• Reliable You are able to work during our regular business hours in our Austin office You are a punctual individual and able to follow an assigned work schedule You are able to maintain client confidentiality at all times

Technical competencies

You are comfortable using Microsoft software Outlook Word and Excel and navigating Capitol Services computer based multiline switchboard phone system

Office Environment

• You can work 100% in office
• You are able to list and transport fifteen 15 to thirty 30 pounds

Local Travel

• You are able to move frequently to and from various state agencies offices and institutions located in downtown Austin throughout the business day
• You are comfortable interacting with public and state correspondents
• You have access to a reliable vehicle or approved transportation method a valid drivers license and good standing driving record mileage and parking reimbursement will be provided

What we offer

• 1700 hourly rate
• 3 medical plans to choose from including a 100 employer paid option for the employee
• 100 employer paid dental and vision benefits for the employee
• 401k with scheduled employer contribution
• Employer paid employee assistance program as well as life and long term disability insurance
• Encouraged work life balance including 4 weeks of paid time off which begins accruing upon hire and 10 paid holidays
• Access to building fitness center
• Office team events and learning development opportunities

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