Swoon · 1 day ago
Office Assistant
Costa Mesa, CA
Contract
Onsite
Entry Level
$29/hr - $31/hr
1+ years expSwoon is hiring an Office Assistant for their accounting firm client in Costa Mesa. The Office Assistant is responsible for providing support to various areas of the office, including reception and facilities management.
ConsultingHuman ResourcesInformation TechnologyLegalStaffing Agency
Responsibilities
Receives and logs incoming faxes, packages, etc
Retrieves and distributes incoming mail and packages
Processes and logs outgoing mail and packages (via Federal Express, UPS, certified mail, etc.) and arranges for courier service and/or takes mail to post office, if needed
Monitors postage meter balance and purchases additional postage, as necessary
Maintains inventory and coordinates ordering, stocking and distribution of all commonly used office, janitorial and kitchen supplies
Performs basic maintenance of office equipment (copiers, fax machines, postage meter) and contacts third party for service, as needed
Prepares and maintains conference rooms
Completes general facilities tasks, including light maintenance, loading and unloading dishwasher and basic cleaning duties coordinating with landlord, as needed
Creates new client files and organizes on-site file room
Retains and archives client files according to firm standards
Manages transmission of files to and from off-site storage, maintaining accurate records of file location and retention dates
Acts as receptionist when necessary to answer and direct incoming calls, assist callers with questions, and take messages, as needed
Prepares workstations/offices for new employees by completing a cleaning of the current space and set up of telephone, computer and office supplies
Administers ID badge and access card procurement, if needed
Scans and distributes via email incoming paper documents to staff/clients
Scans documents into paperless document management systems
Prepares documents including duplication, collation, binding and quality control, as requested
Collaborates with employees regarding 'hoteling' by storing employee files and supplies in a secure location and delivering files and supplies to the employees’ work location, as needed
Other duties as required
Qualification
Required
Education: High School diploma, GED or equivalent required
Experience: One (1) year of experience in office services / facilitates or similar position, required
Software: Proficiency in Microsoft Office Suite, required
The work associated with this position must be performed on-site at one or more offices
Strong verbal and written communication skills
Exhibits poised and polished appearance demonstrating professionalism with client interactions
Ability to adapt communication style to successfully convey messages and objective to diverse audiences
Capacity to successfully multitask while working independently or within a group environment
Capable of working in a deadline-driven environment with attention to detail
Company
Swoon
In 2010, Swoon launched an agile, client-focused team that is not only savvy in our core industries but elbow-deep, every day, getting to know the strongest talent in the technology and professional fields.
501-1000 employees
H1B Sponsorship
Swoon has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2023 (2)
2022 (1)
2021 (1)
2020 (1)
Funding
Current Stage
Late StageLeadership Team
Andy Baker
Co-Founder and Leadership Advisor
Alyssa Holtz
Client Partner
Company data provided by crunchbase