Job Description
Are you a detail-oriented professional seeking a stable and rewarding career in administrative support? Horizon Office Services is looking for a dedicated Full-Time Office Assistant to join our dynamic team in Philadelphia, PA. We pride ourselves on providing top-tier administrative solutions and are seeking a candidate who can bring organization, efficiency, and a positive attitude to our office.
In this role, you will be the backbone of our daily operations, ensuring our office runs smoothly and that our clients receive the highest level of service. If you have a knack for multitasking and a passion for office management, we want to hear from you.
Responsibilities
- Manage Incoming Communications: Answer incoming calls, screen and route inquiries, and manage daily correspondence via email and fax.
- Document Management: Organize and maintain digital and physical filing systems, ensuring all documents are accurately categorized and easily retrievable.
- Meeting Coordination: Schedule meetings, book conference rooms, prepare agendas, and take minutes during executive meetings.
- Data Entry & Reporting: Accurately input data into our CRM and database systems, and assist in the preparation of weekly and monthly reports.
- Office Supplies Management: Monitor office inventory levels, order necessary supplies, and maintain a clean and organized workspace.
- Guest Relations: Greet visitors, handle check-in procedures, and provide general assistance to guests and employees.
- Administrative Support: Assist team members with special projects, expense reporting, and general clerical duties as needed.
Qualifications
- Education: High school diploma or GED is required; Associate's degree in Business Administration or related field is preferred.
- Experience: Minimum of 2 years of experience in an administrative or office support role.
- Technical Skills: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience with CRM software (e.g., Salesforce, HubSpot) is a plus.
- Communication: Excellent verbal and written communication skills with the ability to interact professionally with clients and staff.
- Organization: Strong attention to detail and the ability to prioritize tasks in a fast-paced environment.
- Time Management: Proven ability to manage multiple deadlines and handle complex scheduling requirements.
- Reliability: Must be punctual, professional, and able to work independently with minimal supervision.