Office Assistant

Position Summary:

The Office Assistant is an integral part of the Operations department, reporting to the Executive Administration Manager. This role is responsible for providing exceptional customer service, managing front desk operations, and supporting various administrative tasks across the office. The individual will serve as the first point of contact for visitors, handle phone calls, and maintain a welcoming and efficient environment both internally and externally. To support Hoffman’s dedication to our people, this position will be fully in-office.

Salary Range: $ 55,000- $75,000 depending on experience

Essential Responsibilities

General Responsibilities:

• Greet visitors and clients, ensuring a positive and professional experience.
• Answer and direct incoming calls on a multi-line phone system, screening them and then routing to the appropriate individuals.
• Manage scheduling for conference rooms, company car reservations, and vacation requests using Outlook calendars, and other scheduling tools.
• Set up and assist with meetings in conference rooms, including seating clients and organizing refreshments as needed.
• Oversee the processing and distribution of incoming and outgoing mail to appropriate departments.
• Maintain office equipment, office amenities (e.g. coffee, water, vending machines, dishwasher, etc.), oversee office supply orders, ensure supplies are organized and stored properly and handle office maintenance issues with vendors.
• Ensure all shared spaces (conference rooms, lunchrooms) are kept clean and organized at the end of each business day.
• Perform filing, scanning, and other administrative tasks as needed for various departments.
• Assist with special projects in alignment with position expectations, across departments when required.
• Meet with local hotels to develop package deals for out-of-town travelers.
• Collect and handle submission of salary timecards.
• Handle confidential information with integrity and discretion.
• Assist Vice President with various clerical and scheduling functions.
• Perform responsibilities above as well as any other special projects requested (lunches, events, running errands, etc.).
• Work with designated subcontractor on office cleaning scope and ensure compliance.

Qualifications

Position Related Skills:

• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) required.
• Familiarity with Power BI preferred.
• Strong organizational skills and the ability to manage multiple tasks simultaneously.
• Excellent verbal and written communication skills.
• Exceptional customer service skills and professional phone etiquette.
• Ability to work independently, demonstrating initiative and self-direction.
Ability to perform routine tasks consistently and efficiently.

Education and Professional Experience:

• High School Diploma or GED required.
• A minimum of 1 year of experience in an office or administrative role required.
• At least one (1) year of data entry experience is preferred.
• Experience in accurately entering data into databases and spreadsheets.
Experience in verifying data for accuracy and completeness.

Physical and Mental Requirements:

• Must be able to remain in a stationary position in an office environment more than 50% of the time, with the occasional requirement to move about the construction site.
• Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, or printer.
• Visual: The worker is required to have the ability to perform duties such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; reading printed and digital documents
• Hearing and Speech: Constantly required to communicate with customers and coworkers in an office setting, and on the phone/digital meetings.
• Work Environment: The majority of work is performed in an office setting, with minimal time spent outdoors, in all types of weather conditions and exposure.
• Must be able to climb stairs.
• Lift/Carry: Must have the ability to lift or manipulate 50 pounds to a height of 3 feet, and carry or push it 50-100 feet.
• Must use independent judgment, and organizational and problem-solving skills to determine best method to accomplish desired results.