Office Assistant

Company: Global MSO LLC
Location: Hemet
Posted on: May 3, 2022

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