Office Assistant

Job Description

Job Description

The Office Administrator plays a critical role in ensuring the smooth functioning of office operations, managing administrative tasks, and providing support to senior managers. In this Part Time, Contract to hire position, this individual will be responsible for interacting with visitors and clients, handling scheduling, maintaining supplies and facilities, and addressing administrative inquiries. Additionally, this position will support senior managers by overseeing travel arrangements, preparing reports, and assisting with meeting plans. Work schedule will be Tuesday's & Thursday's, 8AM-5PM.

• Receive and direct visitors and clients; answer, screen and transfer inbound phone calls, maintain the voicemail system for the office general number
• Maintain the common office meeting room schedule calendar
• Perform general clerical duties including; photocopying, scanning, fax and mail; opening, sorting and distributing incoming correspondence. Administer the account(s) for the mailboxes, registered mailing addresses and courier company accounts.
• Resolve administrative problems and inquiries; prepare written responses as required
• Local administration and coordination with landlord. Coordinate maintenance of office and office kitchen equipment. Ensure kitchen and storerooms are maintained in a clean and orderly manner and issue instructions to cleaning staff when necessary.
• Maintain office supplies inventory, including MOL marketing materials, and office kitchen supplies.
• Prepare meeting rooms and coordinate clean up as required.
• Provide Personal Assistance (PA) support to the senior managers based in the Houston office.
• Coordinate and maintain records for staff.
• Handle requests for information and data
• Record, compile, transcribe meeting minutes as requested.
• Manage travel arrangements for staff and visitors as requested.
• Schedule and coordinate meetings and prepare schedules.
• Prepare PowerPoint presentations from materials provided by staff.
• Required to be on call outside of office hours in emergencies
• Other duties as assigned.

Qualifications :