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Our company is looking for an office assistant to be responsible for handling clerical tasks in our office. You will be handling incoming phone calls and other communications, greeting clients and visitors, as well as managing files, updating paperwork and other documents, and performing other general office clerk duties and errands.

In order for you to be selected as a candidate, you will need the ability to write clearly and be proficient with word processing applications. A pleasing personality with strong communication skills is also highly valued.

Office Assistant Responsibilities:

• Handling incoming calls and other communications.
• Managing filing system.
• Recording information as needed.
• Greeting clients and visitors as needed.
• Updating paperwork, maintaining documents, and word processing.
• Helping organize and maintain office common areas.
• Performing general office clerk duties and errands.
• Organizing travel by booking accommodation and reservation needs as required.
• Coordinating events as necessary.
• Maintaining supply inventory.
• Maintaining office equipment as needed.
• Aiding with client reception as needed.
• Experience as a virtual assistant.
• Creating, maintaining, and entering information into databases.

Office Assistant Requirements:

• High school diploma or associate’s degree.
• Experience as an office assistant or in a related field.
• Ability to write clearly and help with word processing when necessary.
• Warm personality with strong communication skills.
• Ability to work well under limited supervision.
• Great communication skills.
• Have a valid driver's license.

This position operates under an exemplary level of customer service, has the responsibility to answer incoming calls, greet visitors to the building and direct them to the appropriate party while following security protocols. This position performs administrative tasks and must maintain the highest level of confidentiality regarding all organizational information. This role supports all departments and provides specific support to those departments experiencing high volume of traffic assisting shareholders. This person also interacts with all NANA companies, shareholders, employees, and clients on a daily basis.

Customer Service/Receptionist Duties
Reports to work as scheduled, and is punctual and reliable.

Answers phone and directs calls or transmits messages as required.

Assists callers in contacting the proper person or area of inquiry, this involves appropriately screening the visitor and detailed notification to the correct department of the visitors' information and reason for the visit.

Greets visitors to the office and follows established security protocol. Assists shareholders, visitors, applicants, new hires, employees and the public in making contact with the proper person or area within the building or company-wide. This involves appropriate screening of the visitor and detailed notification to the correct department of the visitor's information and the reason for the visit.

Notifies supervisor and VP/COO of all process servings.

Sort and process incoming and outgoing mail, including preparing items for shipment.

Manages conference room schedule and assists employees in locating conference rooms within NANA.

Facilitates the approval of meeting room requests for outside entries. Reviews building protocols including reviewing evacuation procedures with the host.

Operates and maintains a variety of general office machines or equipment such as copiers, fax machines, etc.

Maintains the cleanliness of conference rooms, mail room, coffee area or kitchen and shared work areas.

Follows up on facility maintenance and support issues.

Security & Safety
Works with others on following safety rules

Works with the Director of Safety and Facilities to address safety issues, conduct fire drills and following evacuation procedures.

Familiar with building layout and security protocols. Instructs visitors to sign-in/sign-out the log as appropriate.

Ensures only authorized individuals gain entrance to internal offices.

Participate in the building evacuation process, including maintaining check off lists and muster locations.

In coordination with your supervisor and the Director of Safety and Facilities, monitors door, security alarms, emergency exits, emergency calls including ensuring properly locking or unlocking the entrance during work hours.

Administrative support duties
Performs general office duties including general written or electronic correspondence.

Maintains office assignment listing and provides updates to the Director of Facilities & Safety and others as needed.

Manages storage archives for retention, protection, retrieval, transfer, and disposal of records.

Provides notary services as needed.

Executive office support
Creates binders and packets for meetings.

Works with the senior executive assistant to maintain the cleanliness of the President and VP/COO office, including stocking office with office and meeting supplies.

Coordination of procurement & logistics
Manages incoming requests for purchases. Uses internet resources to manage purchasing and shipping costs. Cross-trains others on utilizing existing resources.

Purchases basic office supplies for the office, then processes invoices by coding and obtaining approval for purchases.

Manages the pickup and delivery of packages as needed.

Maintains office efficiency by overseeing maintenance, upkeep of equipment and supplies.

Office management
Assigns workspace to incoming visitors and staff.

Selects and trains on-call support staff. Schedules and assign and follows up on work results.

Contributes to team effort by accomplishing related results as needed.

Maintains a friendly and professional relationship with staff and others.

Operates in a climate of confidentiality requiring discretion.

IT Support
Supports the IT department by assisting IT with resolution of work requests.

May assist users by sending support request to nrc- and notifies the IT Director of urgent requests.

Follows up as needed to ensure completion.

HR Support
Support the HR department by assisting with HR related inquires made of Recruiting, Onboarding, Benefits, and Employee Relations. This involves assistance including but not limited to

Provide appropriate forms.

Processes verification of paperwork to ensure all relevant information has been completed.

Pre-employment UA screening may be conducted as needed. Being discreet is essential.

Screen new hires to ensure they have proper I-9 documentation prior to notifying onboarding; this may require instructing new hires of appropriate documents as needed.

Shareholder Relations
Refers inquiries for employment to the NANA website; assist new hires with password resets and applying for jobs on applicant computers.

Completes report on shareholder related tasks.

Shareholder Records
Assist Shareholders with all Shareholder Records forms and make copies of documents needed for the forms.

Assist shareholders over the phone with, and process change of address forms, shareholder verification, SH NANA card, and dividend confirmation requests, in Granite.

Correspond and print emails and documents received from shareholder records e-mail.

Screen and transfer calls to appropriate SHR Employee.

Open and sort Shareholder Records Mail.

Other Duties as Assigned.

Department Support
Assists with special projects and/or over flow work as assigned.

May be assigned to code incoming invoices for other departments and provide support in scanning documents electronically.

Duties, responsibilities and activities may change at any time with or without notice.
Personal Qualities
Ability to work with minimal supervision.

Demonstrate a high level of personal integrity.

Ability to demonstrate appropriate telephone etiquette.

Ability to work well with people individually or in groups.

Self-motivated and able to manage their own time to meet commitments and manage areas of responsibilities.

Strong organizational skills and ability to manage multiple tasks with proper attention to detail.

Ability to analyze and problem solve.

Proficient in oral and written communications, interpersonal and listening skills.

Ability to self-manage work load and meet deadlines.

Willingness to learn advance software skills.

The position requires reading, detailed work, problem solving, interactions with other companies including other NANA companies, reasoning, math, language, presentations, verbal and written communication, analytical reasoning, will require the employee in the position to manage multiple concurrent tasks, and handle constant interruptions.

Minimum Requirements
A high school education (or GED).

Minimum Of 2 Years' Clerical Experience.
Must be able to operate computer & Microsoft applications. Proficient in Microsoft Suite Word, Excel, PowerPoint, Outlook.

Driver's License with a driving record that meets NANA's insurance requirements preferred.

Working Conditions and Physical Requirements

Weather Indoors - environmentally controlled; requires most or all work to be done inside.

Noise level The noise level in the work environment is usually that of a standard office atmosphere.

Description of environment Office building with standard office environment.

Physical requirements Employee is required to occasionally lift and/or move up to 25 lbs. Frequently required to sit, stand, walk, use hands/fingers to handle or feel, climb, stoop, kneel, crouch or crawl, talk/hear, see, taste/smell, and carry weight/lift.

Travel No

Competencies

Customer Service - Manages difficult or emotional shareholder situations; responds promptly to shareholder needs; solicits feedback to improve service; responds to request for service and assistance; meets commitments in a timely manner.

Interpersonal Skills - Focuses on solving conflict, not blaming; maintains confidentiality; listens to others without interrupting; keeps emotions under control; remains open to others ideals.

Oral Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions; demonstrates group presentation skills; participates in meetings.

Written Communication - Writes clearly and informatively; edits work for spelling and grammar; varies writing style to meet needs; presents numerical data effectively; able to read and interpret written information.

Job Description

With over 40 years of experiences in Real Estate Law, McCabe, Weisberg and Conway has an immediate opening for a full- time entry level administrative assistant in our Melville, NY office! We are a high volume, fast- paced, multi-office law firm representing Mortgage Lenders, Banks and Financial Institutions in New York, New Jersey, Pennsylvania, Delaware, Maryland, DC, Virginia and Florida through the Foreclosure and Bankruptcy legal process.
Responsibilities may include, but not limited to:

• Assist with mail and prepare documents for mailing
• Upload files to appropriate external websites
• File management to ensure court deadline are met
• Assisting with projects/assignments from Attorneys

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Job Description

HIRING ENTRY-LEVEL OFFICE ASSISTANT TO HANDLE DAY-TO-DAY OPERATIONS

PT PAID TRAINING LEADING TO FT GROWTH POSITION

 ~Is this YOU? ~

Welcome to the ProspectBArk HQ! This is great opportunity for college students, new grads, budding entrepreneurs and entry-level professionals to gain new skills, acquire work experience, network with like-minded colleagues and learn first-hand the challenges of running – and growing  – a small business in today's competitive environment!
 

Job Requirements: 

15 hours/week while Training, over the course of 3 days/week (5 hours each).

Training lasts 6-8 weeks, after which pay and hour increases are offered based on performance and competence

You must be able to commute to our office in the Hudson Valley (Newburgh NY near Mount Saint Mary college), approx 90 mins north of Manhattan. On site free parking, unlimited coffee and vegetarian lunch provided!

TO APPLY:

Please send us a cover letter, resume and any letters of recommendation / references you might have. In your cover letter, please tell us a bit about yourself and why you are seeking an Administrative Office Assistant position. If you have any experience with social media campaigns for a small business, public relations, event planning, database maintenance, ATS monitoring, spreadsheets, budgeting, expense tracking, tracking financial targets and meeting them (even if it is only for personal projects) please tell us about that! We'd love to hear about SPECIFIC improvements you have brought to previous companies, projects or internship programs where you were tasked with monitoring/improving the "bottom line" or bringing a runaway budget to heel. What are your career goals? Are you looking to start or grow your own business? Do you have any experience working on a business budget, investment portfolio, tax profile? Do you know how to analyze the success of your work in any of the above categories? 

We look forward to hearing from you!

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Our company is looking for an office assistant to be responsible for handling clerical tasks in our office. You will be handling incoming phone calls and other communications, greeting clients and visitors, as well as managing files, updating paperwork and other documents, and performing other general office clerk duties and errands.

In order for you to be selected as a candidate, you will need the ability to write clearly and be proficient with word processing applications. A pleasing personality with strong communication skills is also highly valued.

• Handling incoming calls and other communications.
• Managing filing system.
• Recording information as needed.
• Greeting clients and visitors as needed.
• Updating paperwork, maintaining documents, and word processing.
• Helping organize and maintain office common areas.
• Performing general office clerk duties and errands.
• Organizing travel by booking accommodation and reservation needs as required.
• Coordinating events as necessary.
• Maintaining supply inventory.
• Maintaining office equipment as needed.
• Aiding with client reception as needed.
• Experience as a virtual assistant.
• Creating, maintaining, and entering information into databases.

• High school diploma or associate’s degree.
• Experience as an office assistant or in a related field.
• Ability to write clearly and help with word processing when necessary.
• Warm personality with strong communication skills.
• Ability to work well under limited supervision.
• Great communication skills.
• Have a valid driver's license.

We are seeking an Office Assistant to join our team! You will perform clerical and administrative functions in order to drive company success.

Responsibilities:

• Draft correspondences and other formal documents
• Plan and schedule appointments and events
• Greet and assist onsite guests
• Answer inbound telephone calls
• Develop and implement organized filing systems
• Perform all other office tasks

Qualifications:

• Previous experience in office administration or other related fields
• Ability to prioritize and multitask
• Excellent written and verbal communication skills
• Strong attention to detail
• Strong organizational skills

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We are seeking an organized, dependable, and detail-oriented Remote Office Assistant to help manage administrative operations from home. This position is ideal for individuals who enjoy structure, communication, and organization while working independently.

Position Overview:

As a Remote Office Assistant, you will support management and team members with daily administrative tasks, document handling, and scheduling responsibilities.

Key Responsibilities:
•Prepare, organize, and maintain digital files and reports.
•Handle emails, schedule meetings, and manage online calendars.
•Assist with data entry and recordkeeping tasks.
•Communicate with internal staff and clients professionally.
•Track and update information accurately in shared databases.
•Maintain confidentiality of company and client information.
•Support ongoing administrative projects and initiatives.

Qualifications:
•Excellent organizational and multitasking skills.
•Strong written and verbal communication abilities.
•Proficiency in computer applications such as Microsoft Office or Google Workspace.
•Attention to detail and reliability.
•Ability to prioritize and manage time effectively.
•Previous administrative experience preferred but not required.

What We Offer:
•Remote Flexibility: 100% work-from-home position.
•Pay Range: $18–$25 per hour.
•Training & Support: Guidance provided for all new hires.
•Friendly Environment: Work with a collaborative and professional remote team.
•Career Opportunities: Room to grow within the company.

If you are motivated, organized, and ready to contribute to a growing team while enjoying the comfort of remote work, we encourage you to apply today.

Office Assistant (Remote)

Suffolk Technologies is seeking a dependable and organized Office Assistant to provide remote administrative support to our growing operations team. The ideal candidate is proactive, detail-oriented, and capable of managing multiple administrative tasks efficiently while maintaining accuracy and professionalism.

As a remote Office Assistant, you will handle day-to-day clerical duties such as managing email correspondence, preparing documents, maintaining digital filing systems, scheduling meetings, and assisting with data entry and record keeping. You will also help coordinate internal communications and support the management team in handling operational requests.

The ideal candidate should have excellent written and verbal communication skills, proficiency with Microsoft Office or Google Workspace, and the ability to work independently with minimal supervision. A high level of organization, reliability, and time management is essential.

Suffolk Technologies offers competitive hourly pay, flexible scheduling, and long-term growth opportunities within a collaborative, innovation-focused work culture.

Job Type: Permanent (Remote)
Salary: $38 per hour

Our company is looking for an office assistant to be responsible for handling clerical tasks in our office. You will be handling incoming phone calls and other communications, greeting clients and visitors, as well as managing files, updating paperwork and other documents, and performing other general office clerk duties and errands.

• Handling incoming calls and other communications.
• Managing filing system.
• Recording information as needed.
• Greeting clients and visitors as needed.
• Updating paperwork, maintaining documents, and word processing.
• Helping organize and maintain office common areas.
• Performing general office clerk duties and errands.
• Organizing travel by booking accommodation and reservation needs as required.
• Coordinating events as necessary.
• Maintaining supply inventory.
• Maintaining office equipment as needed.
• Aiding with client reception as needed.
• Experience as a virtual assistant.
• Creating, maintaining, and entering information into databases.

• High school diploma or associate’s degree.
• Experience as an office assistant or in a related field.
• Ability to write clearly and help with word processing when necessary.
• Warm personality with strong communication skills.
• Ability to work well under limited supervision.
• Great communication skills.
• Have a valid driver's license.