Office Assistant
2 weeks ago
- 401(k)
- 401(k) matching
- Dental insurance
- Opportunity for advancement
- Paid time off
- Vision insurance
The Office Assistant will be responsible for handling a variety of administrative,
organizational, and coordination tasks to support the smooth operation of the office. The
ideal candidate is highly organized, dependable, and comfortable multitasking in a fast-
paced environment. You will provide essential support to the General Manager, assist
with data management, and contribute to executive reporting and coordination.
**Key Responsibilities:**
1. **Administrative Support**
- Answer phone calls, take messages, and direct inquiries to the appropriate person.
- Manage email correspondence, organize responses, and direct inquiries when
needed.
- Assist in scheduling appointments, managing office calendars, and organizing
meetings for General Manager..
2. **Document Management**
- File documents and organize digital records with attention to detail and
confidentiality.
- Prepare and edit documents, reports, and presentations as needed.
- Maintain accurate office records and handle confidential information with discretion.
3. **Office Organization**
- Maintain office supplies to ensure the office is well-
stocked and organized.
4. **Data Entry and Database Management**
- Input data into company databases with accuracy and attention to detail.
- Update and maintain contact lists, customer information, and other relevant
databases.
- Assist with basic bookkeeping tasks, such as processing invoices and expense
reports.
5. **Coordination and Communication**
- Communicate updates or changes to office procedures and schedules.
- Support the General Manager and management team in organizing meetings and
preparing materials.
- Provide support for Dispatch on tracking in the field metrics and help with
scheduling.
6. **Assisting with Projects and Special Tasks**
- Support different departments with ad hoc projects and tasks.
- Conduct basic research, compile information, and assist with report generatio to be
provided to the General Manager.
- Aid in onboarding new employees by preparing workspaces, creating orientation
materials, and coordinating training schedules.
### **Additional Skills and Requirements:**
- **Entry-level accounting experience** and familiarity with **QuickBooks Pro**.
- Marketing Support and experience with **Customer Lifecycle Management (CLM)
software**, particularly **Mailchimp**.
- Ability to compile executive reports to support the General Manager and
management meetings.
- Reliable, punctual, and able to meet deadlines consistently.
- Strong data-tracking skills with an ability to create clear and concise reports.
- Excellent organizational skills and a keen eye for detail.
### **Qualifications:**
- High school diploma or equivalent; additional administrative or accounting
certification is a plus.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google
Workspace.
- Previous experience in an administrative or office assistant role preferred.
- HVAC experience and entry level understanding of finances is a plus
**Benefits:**
- Offer dental, and vision plans
- Paid time off and holidays
- 401(k) with company match
- Professional development opportunities
Please submit your resume and a cover letter to [contact email] explaining why you’re
the perfect fit for our team. We look forward to learning more about you and potentially
welcoming you to Dixon's Service Company
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