Summary of Position
The Office Assistant is responsible for providing support on a variety of tasks and projects which include reception, supply management, interoffice communication, support with facilities management, onboarding new hires, and assisting with interpersonal questions and concerns. This position requires excellent administrative, interpersonal, and organizational skills including the ability to multi-task, maintain in-house databases, and perform detailed follow-up.
Position Functions
- Office Experience:
- Answering the phones
- Mail and delivery distribution
- Printing and assembly of training binders for all departments
- Maintain and update Lucid Chart floor plans for the Arizona office space
- Ensure that TV Monitors are functioning and connected to AppSpace daily
- Conference and meeting room set up for:
- Guest Events
- Employee Events
- Lunch & Learns
- Falvey liaison with building representatives per lease agreement
- Supply and inventory management
- Inventory control of office supplies, snacks, and beverages
- Putting away deliveries of office supplies
- Restocking supplies in employee areas
- Assist With Onboarding New Hires
- Giving office tours, setting up desks, completing i9 paperwork, and working with IT to ensure they proper hardware
- HR support including; employee relations, performance management, and policy development
- Other Tasks assigned by manager
The candidate must be customer service oriented, demonstrate the ability to share knowledge and work effectively in a team environment. The candidate must possess excellent organizational, mathematical, verbal, written communication, and proofreading skills. The candidate must be self-motivated and be able to work independently with general supervision. The candidate must demonstrate a high level of professionalism and confidentiality and interact with all levels of company staff, as well as company clients.
Ability to work independently and use company provided computer, calculator, company automation system and proficiency in various software programs, including but not limited to Microsoft Office and Adobe Acrobat. Professional telephone communication skills are essential.
Other Requirements
- Minimum 1 year of office experience preferred
- Experience completing i9 forms
- Willingness to complete continuing education courses related to hardware, software, and other essential job-related skills
Physical Requirements
Must be able to sit and work quietly for extended periods of time, operate a computer, lift heavy boxes no more than 50 pounds, and answer and communicate on a telephone.
Supervisory Responsibilities
None
Working Conditions
Business-casual fast paced multi-tasking office environment
Hours of Operation
This position supports our marketing efforts internationally. This position's work hours are Monday through Friday 9am - 5pm. This position has the opportunity to work a flexible schedule based on the needs of the office. More information is provided during the interview. This position may require the employee to come to the office more frequently for in-office events, meetings, visitors, etc. This position requires occasional flexibility for working additional hours to accomplish project objectives.
Top Skills
What We Do
Falvey Insurance Group is one group with many solutions.
We specialize in solutions for cargo, supply chain, logistics, and transportation, including Marine Cargo, Stock Throughput, All-Risk Shipper’s Interest, Transportation & Logistics Liability, and Vessel Pollution Insurance. Plus, we provide expertise on a range of supplemental products such as Motor Truck Cargo, Product Recall, and Builder’s Risk through our wholesale division.
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