Office Coordinator

2 weeks ago

Riverside, California, United States Palicon Group Full time
Job Summary

We are seeking a highly skilled and detail-oriented Office Assistant to join our team at Palicon Group. As an Office Assistant, you will provide administrative support to our management team, ensuring the smooth operation of our office.

Key Responsibilities:

  • Provide administrative support to the management team, including scheduling appointments, preparing reports, and maintaining records.
  • Operate a computer and standard business software, including MS Office, Outlook, and calendar apps.
  • Perform data entry, access, and retrieval of data, as well as review, update, and maintain assigned computer and database records.
  • Compose routine memoranda and correspondence, collect, verify accuracy, and compile data from various individuals and assemble packets of materials.
  • Open, screen, sort, process, and distribute incoming mail, documents, reports, applications, and other materials, and send and receive faxes and prepare regular and bulk mailings.
  • Operate a multi-line telephone system or switchboard to receive, screen, and route telephone calls, greet and direct visitors to the appropriate office or staff member, and perform routine scheduling duties for the company and draft routine emails.
  • Participate in general accounting duties, balance ledgers and documents, analyze expenses, and work with vendors to resolve and reconcile invoices and other statements.
  • Prepare, update, organize, and maintain a variety of company records and files, prepare manual and computer logs of various documents and requests, locate, retrieve, duplicate, and distribute copies of reports, forms, records, and documents as requested.
  • Perform accounting and financial record keeping duties, review, research, process, and perform data entry related to vendor invoices and subsequent requests for payment, prepare billing, collect, process payments of, and track fees or fines, prepare and issue receipts, post payments, prepare deposits, and process refund requests.
  • Maintain, review, and submit company personnel and payroll records, update company job announcements, and compile and forward a variety of employment documents to company management, respond to company staff's routine human resources or payroll inquiries or refer more complex inquiries to management staff.
  • Compile and submit statistics according to predetermined schedules, process various information and documents, billings, and other records.
  • Maintain and ensure repairs of assigned work areas, facilities, or equipment, may complete work orders or contact appropriate vendors for facility maintenance, repairs, or equipment service, provide troubleshooting assistance on standard office equipment to company staff, and may process company supplies, equipment, and materials requisitions.
  • Provide backup for other company office clerical staff as needed.

Requirements:

  • Office administration practices and procedures.
  • Principles and practices of sound business communication; correct English usage, including spelling, grammar, and punctuation.
  • Company organization, functions, rules, policies, and procedures applicable to assigned areas of work responsibility.
  • Basic principles and practices of public administration.
  • Uses and operations of a computer and standard business software.
  • Filing and record keeping practices and procedures.
  • Basic customer service principles.

Skills:

  • Operating a computer using MS Office, spreadsheet, and other standard business software.
  • Operating other standard office equipment.
  • Typing accurately at a speed necessary to meet position requirements.
  • Organizing, setting priorities, and exercising sound judgment within areas of responsibility.
  • Interpreting, applying, and reaching sound decisions in accordance with company policies and procedures.
  • Organizing and maintaining office and specialized files.
  • Composing routine correspondence from brief instructions.
  • Communicating clearly and effectively, orally and in writing, in English and a designated second language as necessary.
  • Understanding and following written and oral instructions.
  • Preparing clear, concise, and accurate memoranda, documents, records, and other written materials.
  • Using tact, discretion, and courtesy in dealing with sensitive situations and upset or dissatisfied individuals.
  • Establishing and maintaining effective relationships.
  • Providing customer service.

Education and Experience:

High School Diploma, G.E.D.; and two (2) years of increasingly responsible office administrative or secretarial experience; or an equivalent combination of training and experience.

Licenses, Certifications, and Equipment:

  • A valid State driver's license is required.
  • MOS certification is highly desirable.

Physical Requirements and Work Environment:

Employees work under typical office conditions, and the noise level is usually quiet. Employees may work in an office in which there is a significant volume of telephone and visitor interaction and the noise level is moderate. While performing the duties of this job, employees are regularly required to sit, talk or hear, in person or by telephone, use hands repetitively to finger, handle, feel or operate computers and other standard office equipment, and reach with hands and arms. Employees are frequently required to walk, stand, and lift up to 10 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

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