Office Assistant
Company: Global MSO LLC
Location: Hemet
Posted on: May 3, 2022
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Job Description:
Job DescriptionUnder the supervision of the Director, Finance &
Administration provides administrative support to various
departments in the office. Responsibilities and Duties:1. Answer
the telephone and door.a. Provide information and answer questions
to the general public, vendors, and referral sources that fall
within scope of job responsibilities.b. Refer calls to the
appropriate individual if unable to assist the caller.c. Receive
visitors and contact staff upon arrival.2. Provide clerical support
for the corporate business office.a. Filing and copying as
needed.b. Scanning of financial data, deposits, and billing company
correspondence and other documents.c. Prepare FedEx packages and
schedule them for pick up.d. Enter credit card information into
expense software.e. Various clerical tasks as directed by
Management staff.3. Arrange Administration meetings as requested.
a. Assist in the coordination of meetings, including coordinating
schedules, reserving conference rooms, obtaining necessary
materials, set up of the room, coordinating refreshments (ordering
and delivery) and clean up as requested. 4. Maintain office and
kitchen supplies at appropriate levels.a. Monitor supply levels
weekly to ensure appropriate levels are maintained.b. Order
supplies online for delivery or schedule pick up as needed to
maintain supplies for the office.5. Maintain a high level of
customer satisfaction.a. Resolve any complaints within scope of job
responsibilities in a prompt and professional manner.b. Maintain
positive relationships with community members, vendors, referral
sources and staff. c. Maintain excellent communication with staff
and management team.d. Perform other duties as assigned.6.
Reconcile various administrative bills to ensure appropriate
allocation, approval, and address concerns. a. Reconcile statement
against receipts to ensure accuracy.b. Research discrepancies and
report findings to management.c. Contact employees/vendors for
missing receipts.7. Provide courier services in town for managed
entities.a. Pick up mail at the post office.b. Pay utility
payments. c. Pick up supplies for the office.d. Pick up
breakfast/lunch for meetings, etc. 8. Process the post office
mail.a. Open/sort by managed company. b. Prepare deposits for the
assigned managed company by separating checks from back-up
(EOBs).c. Calculate deposits and give to other staff for
depositing.d. Process all other mail according to the
specifications of each billing company.9. Provide back-up
assistance to the Director of Finance by working closely with
property management staff/vendors to schedule and follow up on
maintenance requests for all managed companies.10. Provide
assistance to the Finance Management Team by scheduling meetings,
making appointments, contacting vendors, and researching/resolving
concerns from correspondence received in the office. 11. Other
duties as assigned.a. Duties may not be assigned all inclusively or
equally.Reporting Relationships:1. The Office Assistant reports to
the Director, Finance & Administration.2. May receive assignments
and direction from other members of
leadership.Specifications:Knowledge, Skills & Abilities:1. Prior
administrative support experience in an office setting required. 2.
Experience in the Accounting field preferred.3. Experience working
with SAP Concur software a plus.4. Ability to handle multiple
assignments at the same time with minimal supervision.5. Above
average customer service and written communication skills
required.6. Computer skills, including knowledge of Excel, Word,
and Outlook.
Keywords: Global MSO LLC, Hemet , Office Assistant, Administration, Clerical , Hemet, California
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