Job Description

We are looking for a friendly, dynamic, and reliable Office Assistant to join our team! This role is the heart of our day-to-day office operations, blending administrative tasks, facility oversight, basic financial support, and company culture coordination.

Key Responsibilities

Facilities & Office Upkeep

• Ensure shared common areas, conference rooms, and breakrooms are clean, organized, welcoming, and well-stocked with supplies and snacks.
• Collaborate with other tenants to maintain a professional, high-standard shared space.
• Serve as the main point of contact for the landlord and facility vendors (HVAC, Electrical, etc.).

Reception & General Office Operations

• Manage incoming mail distribution, office keys, and general inquiries.
• Update breakroom digital screens and assist with creating and sending company newsletter.
• Manage culture initiatives: track employee birthdays and work anniversaries, send out payroll reminders, and assist in planning monthly lunches.
• Coordinate customer gifting, order office supplies, and write/send thank-you letters.

Basic Accounting & Financial Support

• Process accounts payable and scheduled ACH payments in NetSuite.
• Enter bank transactions and manage Positive Pay routines.
• Assist with payroll summaries and pull financial reports for audit needs.
• Track accounting and records for our non-profit side, Grant Victor Cares.

HR & Onboarding Support

• Reconcile monthly employee benefit invoices.
• Facilitate onboarding tasks for new hires (creating new hire orientation materials, employee profile sheets, phone directory updates, and desk nameplates).

Leadership & Team Support

• Provide administrative and personal support to Strategic Business Unit (SBU) leaders as needed.
• Schedule meetings, arrange calendars, and coordinate catering/lunches for business meetings.
• Assist with company-wide parties, holiday gatherings, and team-building events.
• Spend time working across each of our local offices to maintain connectivity and support.

Qualifications & Skills

• Culture-First Mindset: Upbeat, friendly, and approachable demeanor with a true "no job is too small" attitude.
• Organizational Skills: Excellent multi-tasker who can manage competing priorities in a fast-paced environment.
• Tech-Savvy: Familiarity with MS Office.
• Communication: Clear, polite, and effective written and verbal communication skills.
• Flexibility: Willingness to adapt to shifting daily priorities and support various teams across locations.

Schedule & Hours

• Hours: 25 -30 hours per week.
• Flexibility: We offer flexible daytime scheduling within standard business hours to accommodate work-life balance.