Job Title

Job Title: Office Assistant/Receptionist Position Summary: The Office Assistant/Receptionist supports day-to-day operations, serving as the first point of contact for callers and visitors, and helps keep office processes organized and running smoothly. This role involves handling sensitive information and requires a high level of discretion and confidentiality. Responsibilities include front desk support, scheduling, document organization, basic recordkeeping, light invoicing support, and assisting with employee time tracking. Key Responsibilities: Answer and route incoming phone calls promptly and professionally. Greet visitors, coordinate access, and notify staff of arrivals. Monitor and respond to general email inboxes and requests. Maintain a helpful, customer-focused tone with clients, vendors, and field staff. Create, update, and format documents and spreadsheets using Microsoft Office and Google Workspace. Scan, file, and organize electronic and physical records following internal naming and filing conventions with careful attention to confidentiality and data security. Assist with meeting coordination, calendars, and conference room scheduling. Support general office needs (supplies, mail, basic printing and copying). Maintain accurate administrative records, logs, and trackers (digital and paper), ensuring private and business-sensitive data is stored securely. Enter and update information in spreadsheets and/or internal systems as needed. Support compliance-related documentation by ensuring records are complete, labeled correctly, and easily retrievable. Assist with employee time tracking (collect timesheets, verify completeness, flag missing information, and submit per process), while safeguarding personal and employment data. Provide minor invoicing support (prepare draft invoices, attach supporting documents, route for review, track status, and file final copies), while maintaining strict confidentiality around pricing, billing terms, and financial records. Coordinate with leadership or external bookkeeper/accountant as needed, maintaining discretion around internal financial details. Provide administrative support across multiple lines of business as assigned. Balance competing priorities and communicate status updates when requests overlap. Qualifications: High school diploma or equivalent required; additional office/admin training preferred. 1+ year of experience in office support, reception, or administrative work preferred. Proficiency in Microsoft Excel and Word; comfortable with Google Docs/Sheets and email/calendar tools. Strong attention to detail and ability to maintain organized records. Clear written and verbal communication skills and a professional front-desk presence. Commitment to maintaining confidentiality in all aspects of the role. Skills and Competencies: Organization and follow-through, with the ability to prioritize daily tasks. Comfortable working with confidential information including employee records, invoices, and financial data. Reliable, punctual, and able to work independently once trained. Adaptable in a small-business environment where tasks vary day to day.