Office Assistant

We are hiring an Office Assistant for our accounting firm client in Costa Mesa.

**This is a 3 month temp to hire position**

Location: Fully onsite in Costa Mesa

Pay: $29-31/hr on W2

Contract: 3 months to hire

Job Summary:

The Office Assistant is responsible for providing support to assigned areas of the office including reception, file room, mail room, and facilities.

Job Duties:

• Receives and logs incoming faxes, packages, etc.
• Retrieves and distributes incoming mail and packages
• Processes and logs outgoing mail and packages (via Federal Express, UPS, certified mail, etc.) and arranges for courier service and/or takes mail to post office, if needed
• Monitors postage meter balance and purchases additional postage, as necessary
• Maintains inventory and coordinates ordering, stocking and distribution of all commonly used office, janitorial and kitchen supplies
• Performs basic maintenance of office equipment (copiers, fax machines, postage meter) and contacts third party for service, as needed
• Prepares and maintains conference rooms
• Completes general facilities tasks, including light maintenance, loading and unloading dishwasher and basic cleaning duties coordinating with landlord, as needed
• Creates new client files and organizes on-site file room
• Retains and archives client files according to firm standards
• Manages transmission of files to and from off-site storage, maintaining accurate records of file location and retention dates
• Acts as receptionist when necessary to answer and direct incoming calls, assist callers with questions, and take messages, as needed
• Prepares workstations/offices for new employees by completing a cleaning of the current space and set up of telephone, computer and office supplies
• Administers ID badge and access card procurement, if needed
• Scans and distributes via email incoming paper documents to staff/clients
• Scans documents into paperless document management systems
• Prepares documents including duplication, collation, binding and quality control, as requested
• Collaborates with employees regarding “hoteling” by storing employee files and supplies in a secure location and delivering files and supplies to the employees’ work location, as needed
• Other duties as required

Basic Qualifications:

• Education:High School diploma, GED or equivalent required
• Experience:One (1) year of experience in office services / facilitates or similar position, required
• Software:Proficiency in Microsoft Office Suite, required
• Other Knowledge, Skills & Abilities:The work associated with this position must be performed on-site at one or more offices
• Strong verbal and written communication skills
• Exhibits poised and polished appearance demonstrating professionalism with client interactions
• Ability to adapt communication style to successfully convey messages and objective to diverse audiences
• Capacity to successfully multitask while working independently or within a group environment
• Capable of working in a deadline-driven environment with attention to detail