Office Services Assistant

Kinsley Power Systems; Northern, New York (KY, NY); Hybrid; USD 32,000 - 42,000; Full time

Job summary

The Office Assistant at JCCA supports the Site Manager by keeping an efficient, professional office environment and delivering service to staff and clients. You will handle a range of administrative duties, from filing and mail to meeting support and onboarding/offboarding of staff.

Strong communication, confidentiality, and the ability to work independently are essential, as is proficiency with Outlook, Word and Excel and a valid driver’s license.

Qualifications

• Strong knowledge of PC based office automation products especially Outlook, Word and Excel.
• Minimum of two years of related work experience.
• Ability to stay focused, efficient and effective in managing multiple priorities.
• Proven ability to work independently with little direction to achieve accomplishments.
• Must be able to maintain confidential information.
• Ability to communicate effectively with all levels of staff.
• Strong customer service and organizational skills.
• Must possess a valid driver’s license.

Responsibilities

• Contributing to office operations including supply and inventory oversight, mail services, maintaining a filing system and archiving documents.
• Serve as back up support to Receptionists in the Bronx office. Support includes welcoming and directing guests, answering and directing calls, responding to inquiries from clients and staff and meeting support.
• Assist with onboarding and off boarding of staff including key management, collecting equipment and preparing offices for new staff.
• Make certain office equipment and facilities are properly maintained; contact appropriate vendors to troubleshoot or resolve service-related issues. Follow-up as necessary.
• Create and submit Purchase Order Requisitions for supply orders. Support purchasing process by creating POs, signing for shipments, scanning and submitting proof of delivery and processing invoices for payment.
• Assist with vehicles including fleet procedures, maintenance and staff authorization.
• Meeting and event support that may include room setup, placing catering orders and running errands for supplies, etc.
• Performs other duties and assists with special projects as requested.

Skills

Multitasking

Independent work

Confidential information handling

Communication

Customer service

Organizational skills

Valid driver’s license

Tools

Outlook

Word

Excel

Job description

Position Summary:

Reporting to the Site Manager, the Office Assistant must demonstrate a high level of professional service and integrity to all JCCA staff and clients. The Office Assistant is expected to assist the Site Manager with helping to maintain a clean and functional office space, providing customer service to staff and clients, and handling a variety of administrative duties. This individual must show excellent interpersonal skills and be responsible for autonomously performing comprehensive administrative support.

Responsibilities:

• Contributing to office operations including supply and inventory oversight, mail services, maintaining a filing system and archiving documents.
• Serve as back up support to Receptionists in the Bronx office. Support includes welcoming and directing guests, answering and directing calls, responding to inquiries from clients and staff and meeting support.
• Assist with onboarding and off boarding of staff including key management, collecting equipment and preparing offices for new staff.
• Make certain office equipment and facilities are properly maintained; contact appropriate vendors to troubleshoot or resolve service-related issues. Follow-up as necessary.
• Create and submit Purchase Order Requisitions for supply orders. Support purchasing process by creating POs, signing for shipments, scanning and submitting proof of delivery and processing invoices for payment.
• Assist with vehicles including fleet procedures, maintenance and staff authorization.
• Meeting and event support that may include room setup, placing catering orders and running errands for supplies, etc.
• Performs other duties and assists with special projects as requested.

Qualifications:

• Strong knowledge of PC based office automation products required especially Outlook, Word and Excel.
• Minimum of two years of related work experience
• Ability to stay focused, efficient and effective in managing multiple priorities.
• Proven ability to work independently with little direction to achieve accomplishments.
• Must be able to maintain confidential information.
• Ability to communicate effectively with all levels of staff.
• Strong customer service and organizational skills.
• Must possess a valid driver’s license

Working Conditions/Physical Demands:

• Repetitive movement of hands and fingers (typing and/or writing)
• Ability to stand or walk long distances
• Able to lift or carry 25 lbs.
• Visual acuity to view documents on a computer screen for long periods of time