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Office Assistant

4 months ago

Ventura, United States Seasons Catering Full time
Job Type: Part-time, 30 hours per week.

Schedule: Monday-Friday, 8:30-2:30

Pay: Between $18-21/hour, depending on experience

Experience: One year minimum experience in an office setting

JOB SUMMARY: The Office Assistant reports to the Operations Manager and supports our office's administrative functions by performing various tasks that help ensure efficient operation. Responsibilities will include answering phones, managing schedules, handling correspondence, and performing general clerical duties such as filing, data entry, and office organization. They also assist in the preparation of reports, manage inventory and supplies, and may coordinate with other staff members or departments. Strong communication skills, attention to detail, proficiency with office software, and the ability to multitask are essential for this role. The ideal candidate is organized, reliable, and capable of working independently or as part of a team.

KEY RESPONSIBILITIES:
  • Greet and assist guests.
  • Check phone messages daily.
  • Check the mail daily, manage packages and deliveries, and distribute them to the appropriate parties.
  • Answer phone calls and route messages to the appropriate parties.
  • Respond to incoming inquiries via phone, email, etc., in a timely manner.
  • Gather the necessary information to enter initial inquiries into the management system.
  • Communicate with the Event and Catering Sales Representative regarding incoming inquiries.
  • Assist in maintaining an Accounts Receivable report and recording received payments into the event management system.
  • Schedule meetings and send meeting invites to attendees.
  • Assist in procuring vendors, venues, etc., for internal special events or meetings.
  • Schedule social media posts and interact with followers on social media platforms.
  • Update paperwork and maintain documents using word processing programs.
  • Assist in reviewing and updating Office Assistant policies and procedures as needed.
  • Maintain office supply inventory.
  • Run errands as assigned.
  • Help organize and maintain office common areas.
  • Scan Accounts Payable documents and file them electronically.
  • Maintain and organize other physical and digital files.
  • Assist with basic IT issues and troubleshooting.
  • Set up and manage office software and systems.
Requirements

REQUIRED SKILLS:
  • Very organized and efficient.
  • Be flexible and able to adapt to multiple environments and dynamic needs.
  • Warm personality with strong communication skills, as you are the customers' first point of contact.
  • Ability to multitask.
  • Must be fast and efficient.
  • Proficient with Google Suite.
PREFERRED SKILLS:
  • Familiar with Total Party Planner
The position is contingent upon the following:
  • Submission of satisfactory proof of your identity and your legal authorization to work in the United States. If you fail to submit this proof, federal law prohibits us from hiring you.
  • Clearance from our insurance provider for you to drive a company vehicle

Seasons Catering is an equal employment opportunity employer that selects the individual who is the best match for a position based on job-related qualifications, without regard to race, color, creed, sex, national origin, religion, sexual preference, age, disability, genetic information, or other protected group status.

Seasons Catering is an at-will employer, which means that the company or you may terminate the employment relationship at any time, for any reason, with or without cause or notice and in accordance with applicable law.

Salary Description

Between $18-21/hour, depending on experience