Office Assistant

Job Description

Job Description

Purpose of Position:

This role is responsible for performing the general recordkeeping and communication activities required to keep an office functioning. Their duties include filing and organizing records, distributing memos throughout an office and fielding inquiries from customers and clients. They perform many customer service and administrative organization tasks to promote efficient operations in the office they serve. They will also be the primary back up for the Office Manager in their absence.

Accountabilities:

• Answering the phone at a reception desk or in a specific department and transferring calls as needed
• Sorting and delivering incoming mail and collecting and sending outgoing mail
• Create documents, maintaining databases and sending memos and emails
• Making logistical arrangements for meetings or conferences, including booking travel, making reservations or organizing rentals
• Running errands and making deliveries around the office or to external parties
• Collecting, filing and organizing office documents, such as reports and confidential records
• Managing digital document filing, including encrypted documents and email correspondence
• Monitoring office inventory and ordering supplies
• Transcribing or taking notes during meetings and writing minutes, memos and/or agendas
• Preparing or processing invoices or estimates
• Assisting with accounts payable and accounts receivable, including simple bookkeeping and banking tasks such as invoice processing, entering credits, payment collections, and invoice accrual and other end of the month processes
• Packaging and shipping company materials
• Attend front office (window and door, visitor check in)
• Cover for the office manager when absent.
• Daily inventory and EOM reconciliations.

Minimum Skills Required:

• High school diploma or GED.
• Excellent communication abilities, including speaking, writing and active listening
• Effective organization and time management skills, like prioritization, multitasking and planning
• Great customer service skills, including a personable and positive attitude
• High typing speed and accuracy
• Good computer skills, including basic troubleshooting and using word processing, spreadsheet, presentation and email software applications
• Problem-solving, critical thinking and decision-making abilities
• Ability to work independently with little-to-no supervision
• Keen attention to detail

Preferred :

• Completed business administration, bookkeeping or other preparation coursework at a community college or technical school.
• One or a few years of previous experience in customer service, administrative support or any other field.
• Bilingual in Spanish is also a plus

*** Please note: This position does not qualify for relocation expenses. ***

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DEL MONTE FRESH PRODUCE IS AN EEO/AA/V/H