Office Services Assistant

To provide administrative support to the main administrative office and create an efficient working environment in the administrative office.

DUTIES AND RESPONSIBILITIES:

  • Welcomes on-site visitors, determines nature of business, and connects visitors to appropriate department/individual.
  • Provides accurate organization and program information to visitors and callers.
  • Partners with staff and works with supervisor to ensure that the reception area is always covered with an appropriate staff member.
  • Ensures the safety of facility by screening visitors.
  • Assists applicants by reviewing applications to ensure that forms are filled out and all required documents are attached.
  • Directs incoming phone calls to the appropriate department/individual.
  • Retrieves messages from general voice-mail box and forwards to appropriate personnel.
  • Ensures that incoming and outgoing mail and faxes are sorted and routed correctly.
  • Monitors the safety, cleanliness, and appearance of the facility; open and close office daily.
  • Updates bulletins boards and other informational sources as needed.
  • Maintains/restores meeting rooms before and immediately following meetings, ensuring cleanliness and that adequate office supplies are available.
  • Develops and maintains scheduling calendars for conference rooms.
  • Provides copying, collating, and work processing support to office staff.
  • Supervises the maintenance of office equipment, including copier, fax machine, mailing machine etc.
  • Develops and maintains the log for office cabinet key, laptop, and projector. 
  • Processes office supply requests promptly and accurately, complete purchase requisition form, place orders and resolve problems with vendors.
  • Organizes invoices and packing slips for the preparation of the agency expenditure form.
  • Prepares monthly credit card reports.
  • Oversees receipt and delivery of supplies to ensure that orders are complete and materials are in good condition.
  • Inventories main office and kitchen supplies weekly to ensure sufficient stocks of basic supplies and place special orders for supplies as requested.
  • Works with assigned staff to plan, organize, and coordinate activities essential to the implementation of successful special events.
  • Other duties as assigned. 

SKILLS REQUIRED:

·         Bilingual in Chinese/English required.

·         Proficient with Excel and Word.

·         Enthusiastic individual who enjoys team work.

·         Outstanding verbal and written communication skills.

·         Self-directed and motivated with strong problem solving skills.

·         Contributes to a supportive and productive work environment by taking initiative and bringing issues to the attention of the appropriate staff member when needed.

·         Experience handling multiple demands, planning and prioritizing work flow to meet deadlines in a fast and changing environment.

·         Able to bend and lift up to 50 pounds.

 

EDUCATION REQUIRED:

  • High school graduate; some college or related training preferred