Title: Office Assistant Location: Bloomington, MN 55437 (Onsite) Duration: 12 Months Assignment Shift/Hours: 40hours/week, M to F, 8am to 5pm
Summary: The Office Assistant is responsible for providing administrative support to the office location to ensure continuity of daily office functions and operations. This position coordinates with leadership to provide administrative services in conjunction with global practice and business line goals and objectives. The Office Assistant coordinates office support services and facilities management to ensure organizational effectiveness and efficiency of the office.
Responsibilities:
Provide administrative support for document delivery including, but not limited to printing, binding, notarizing, and mailing.
Maintain safety and cleanliness of office reception area, kitchen, conference rooms, other shared spaces, furniture, and equipment.
Order office, kitchen, and bathroom supplies and monitor inventory based on needs.
Welcome all guests, clients, and visitors in a professional and friendly manner.
Direct incoming calls to the proper party within the organization.
Plan, coordinate, and facilitate on-site and off-site meetings, including catering, rentals, room configurations and attendance. Microsoft suite experience.
Assist office leadership with calendar management, conference call scheduling, related conference room set up, expense reports, and meeting coordination as requested.
Prepare messaging and correspondence including meeting agendas, and meeting minutes as directed by management.
Receive and sign for office mail and packages and contact the employee-owner for pickup.
Monitor, review, and approve standard expenditures to ensure the activities of the office are conducted within established budgets.
Process office accounts payable invoices.
Administer office access security (badging and keys).
Coordinate with building management to address and resolve any office maintenance issues.
Troubleshoot tech issues with printers and submit support tickets for repair or replacement.
Complete all other duties as assigned. (i.e., putting up holiday decorations).
Requirements:
Must be punctual, must be professional, and must sit in office/onsite everyday (M-F).
Must have advanced knowledge of Microsoft Suite (Outlook, Excel, PowerPoint, etc.) - must reflect on resume.
High school diploma or equivalent. Minimum of one year of applicable office/administrative experience.
Advanced knowledge of Microsoft Suite
Ability to work independently, demonstrating accuracy, reliability, and problem-solving skills.
Excellent organizational skills, attention to detail, prioritization and time management skills.
Demonstrated ability to communicate professionally and effectively with all levels within an organization and with others outside of the organization (i.e. clients, vendors, business partners, community leaders).
Ability to exercise discretion and confidentiality.
About Us: Established in 2004, SPECTRAFORCE® is one of the largest and fastest-growing diversity-owned staffing firms in the US. The growth of our company is a direct result of our global client service delivery model that is powered by our state-of-the-art A.I. proprietary talent acquisition platform, robust ISO 9001:2015/ISO 27001 certified processes, and strong and passionate client engaged teams. We have built our business by providing talent and project-based solutions, including Contingent, Permanent, and Statement of Work (SOW) services to over 140 clients in the US, Canada, Puerto Rico, Costa Rica, and India. Key industries that we service include Technology, Financial Services, Life Sciences, Healthcare, Telecom, Retail, Utilities and Transportation. SPECTRAFORCE is built on a concept of “human connection,” defined by our branding attitude of NEWJOBPHORIA®, which is the excitement of bringing joy and freedom to the work lifestyle so our people and clients can reach their highest potential. Learn more at: http://www.spectraforce.com
Benefits: SPECTRAFORCE offers ACA compliant health benefits as well as dental, vision, accident, critical illness, voluntary life, and hospital indemnity insurances to eligible employees. Additional benefits offered to eligible employees include commuter benefits, 401K plan with matching, and a referral bonus program. SPECTRAFORCE provides unpaid leave as well as paid sick leave when required by law.
Equal Opportunity Employer: SPECTRAFORCE is an equal opportunity employer and does not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, sexual orientation, gender identity, genetic information, disability or veteran status, or any other category protected by applicable federal, state, or local laws. Please contact Human Resources at LOA@spectraforce.com if you require reasonable accommodation. At SPECTRAFORCE, we are committed to maintaining a workplace that ensures fair compensation and wage transparency in adherence with all applicable state and local laws. This position’s starting pay is: $20.00/hr.
