Office Assistant

Location: San Juan Capistrano, CA

Type: Part Time – On Site, ~20 hours/week

Job Summary

The Office Assistant provides administrative and general office support to ensure the office operates efficiently and professionally. The primary responsibility of this position is to manage all incoming and outgoing physical mail, including sorting, scanning, distributing, and routing documents to the appropriate individuals or departments.

This position requires someone who is organized, dependable, detail-oriented, and comfortable handling a variety of administrative tasks. The Office Assistant will work closely with team members across the organization and may assist with additional office needs as they arise.

Responsibilities

Mail Management

• Receive and sort all incoming physical mail and packages.
• Open, scan, and distribute mail to the appropriate individuals or departments.
• Ensure time-sensitive, confidential, and important documents are routed promptly and accurately.
• Prepare and process outgoing mail, including applying postage and create shipping labels.
• Maintain an organized mailroom and mail distribution area.
• Track and follow up on mail or documents requiring special handling.
• Ensure scanned documents are properly named, saved, and distributed according to established procedures.
• Maintain confidentiality when handling sensitive or confidential information.

General Office Support

• Provide administrative support to various departments and team members as needed.
• Assist with filing, copying, scanning, printing, and organizing documents.
• Maintain office supplies and notify appropriate staff when supplies need to be reordered.
• Assist with organizing and maintaining common office areas.
• Receive and direct visitors, deliveries, and vendors as needed.
• Assist with preparing documents, forms, and correspondence.
• Provide general clerical support for special projects and other office initiatives.
• Perform other administrative duties as assigned.

Qualifications

• High school diploma or equivalent required.
• Previous office, administrative, mailroom, or clerical experience preferred.
• Strong organizational and time-management skills.
• Excellent attention to detail and accuracy.
• Ability to handle confidential and sensitive information appropriately.
• Strong written and verbal communication skills.
• Ability to prioritize tasks and meet deadlines.
• Comfortable working independently while also supporting a team.
• Basic computer skills, including proficiency with Microsoft Office or similar applications.
• Ability to lift and move mail, packages, boxes, and office supplies as needed.

Core Competencies

• Reliable and dependable – consistently completes daily responsibilities accurately and on time.
• Organized – able to manage a high volume of mail and administrative tasks efficiently.
• Detail-oriented – pays close attention to names, addresses, documents, and distribution requirements.
• Service-oriented – provides helpful and professional support to employees and visitors.
• Flexible – willing to assist with a variety of office needs and changing priorities.
• Trustworthy – understands the importance of confidentiality when handling company and employee information.

Work Environment

This is a part time in-office position. The Office Assistant will spend a significant portion of the workday managing physical mail and documents and may be required to stand, walk, lift, and carry packages or boxes periodically.