Administrative Assistant

PeopleShare has an excellent opportunity for an Office Assistant in Austin TX!

If you are ready for a new career, look no further!!

Position Summary :

We are seeking a reliable and customer-focused Office Services Assistant to support daily office functions, including printing, copying, scanning, and maintaining the office kitchens and coffee bars.

Ideal candidates will have prior experience in customer service, hospitality, reception, or as an administrative assistant, with stable job history.

This position requires strong attention to detail and a proactive approach to handling mail, copy / print duties, and assisting with shipping task s.

Key Responsibilities :

• Print, copy, and scan documents for office staff, ensuring quality and accuracy.
• Handle incoming and outgoing mail, including overnight packages and regular mail.
• Deliver mail within the office and manage shipments with attention to detail.
• Help maintain cleanliness and stock in office kitchens and coffee bars.
• Provide excellent customer service to employees and visitors, ensuring a professional and helpful presence in the office.

Qualifications :

• High school diploma or GED required, with 1-2 years of related work experience.
• Prior experience in customer service, hospitality, reception, or administration preferred.
• Knowledge of copier, printer, and mail equipment, with some experience in troubleshooting and minor repairs.
• Understanding of shipping and receiving procedures, including checking packing slips.
• Basic knowledge of electronics and computer software for document management, cost recovery, and workflow.

Skills :

• Excellent customer service and communication skills.
• Ability to work independently and manage time effectively.
• Problem-solving and troubleshooting abilities.
• Neat in appearance and able to adhere to business casual dress code.

Physical Requirements :

• Minimal lifting (under 50 lbs); heavy lifting done with assistance as needed.
• Mostly a desk position, with minimal walking or standing required.

Responsibilities :

Provides operations functions in one or all of the following areas within a Legal office / environment : operates high volume duplicating equipment, performs associated copying tasks, ships and receives product and supplies, sorts, distributes and handles incoming and outgoing mail / faxes, as well as applies necessary postage.

Provides copier maintenance and / or repair of customer site equipment. May also perform bindery, QC and final check, housekeeping, file services, call center representative, and reception, etc.

May performs various building support functions related to meeting set ups and light maintenance. Note : Due to the higher level of presentation, telephone skills needed to perform receptionist duties and high interaction with Executive level customers, employees performing this function are considered to be Senior On-Site Services Specialist.

This position reports directly to the Site Manager, Site Supervisor or Assistant Site Manager, depending on site personnel configuration.

Runs high volume copy machines and performs binding and finishing work. Ensures convenience copiers are working properly, checking for quality via daily inspections.

Clears paper jams and informs technicians of specific problems. Performs all repair service on customer copier equipment.

Handle highly sensitive and confidential documents that may be time sensitive - Provide upmost in quality work due to the sensitive nature of documents and projects that are required in a legal environment.

Maintains records for management reports and inventories of supplies needed. Distributes office supplies, fax transmissions and mail to company personnel and / or designated drop-off points as required.

Calculates charges for jobs performed and maintains some billing logs. Responds to and coordinates all service calls required by customer.

May perform filing duties in conjunction with specific customer requests. Delivers completed jobs to pre-determined customer locations within and outside of the site.

Maintains daily meter and service logs. May travel between customer’s buildings. Answers customer questions regarding status or feasibility of job requests.

Ensures upkeep of convenience copier areas by keeping neat and well stocked. Performs duties related to the shipping of materials.

Performs duties related to the receiving of materials. May perform meeting room and conference room set ups. May perform building occupant moves within assigned facilities.

May perform re-lamping and light maintenance duties as assigned. May perform occasional cleaning duties as needed. May require periodic overtime on nights and weekends, including off-hour emergency response.

Uses shrink-wrap machine, paper cutter, hole driller, bindery equipment, jogger, tape machine, stackers, electric stapler and scales in completion of various jobs contracted.

Uses all copier equipment, calculator, fax machine, postage meter and some PC. Performs filing duties, which may include purging’ and archiving old documents.

Performs duties of scanning, file conversion and file naming. Performs FTP (File Transfer Protocol) between computers and files for printing and CS / DVD.

Manage TOC (Table of Contents) first page of electronic file. Perform duties that involve OCR (Optical Character Recognition) files to assist with key word search.

Perform file formatting for printing / Excel files. Responsible for interacting and providing professional level support to executive level end users at various levels, including : legal secretaries, project managers, paralegals, associates and partners.

Perform quality accurate jobs / projects that may require tight deadlines and potentially under high pressure. Assist with coordinating projects that will be completed off site (BIS or Smart Source) - Performs other duties as assigned.

PeopleShare is the leading Staffing Agency in the region and has temporary to hire and permanent jobs in Pennsylvania (PA) - King of Prussia, Center City Philadelphia, West Chester, Norristown, Conshohocken, Horsham, Lansdale, Montgomeryville, Hatboro, Wayne, Malvern, Media, Plymouth Meeting, Exton, Collegeville, Oaks, Phoenixville, Royersford, Pottstown, Media, Chester, and the Main Line.

We have openings for receptionist, insurance agent, data entry, customer service, collections, call center, administrative assistant, income tax preparer, accounts payable clerk, accounts receivable clerk, file clerk, warehouse, assembly, production, production operators, food and beverage manufacturers, forklift, machine operators, maintenance mechanics and office managers.

PeopleShare provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics.

In addition to federal law requirements, PeopleShare complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

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