Office Assistant Confidential Verona, NJ Job Details Full-time $20 - $25 an hour 1 hour ago Benefits Health insurance Dental insurance 401(k) Paid time off Vision insurance Flexible schedule Qualifications Microsoft PowerPoint Microsoft Word Computer operation Teamwork Confidential information handling Microsoft Excel Email customer support Phone communication Spreadsheets Writing skills AI tools proficiency Executive administrative support Bachelor's degree SharePoint Technical Proficiency ChatGPT Office phone management Time management Full Job Description Position Summary The Office Assistant provides administrative, organizational, communication, and operational support to multiple departments. This position is responsible for maintaining organized office systems, supporting daily workflow, coordinating communications and schedules, processing documents and mail, assisting clients and team members, and ensuring administrative tasks are completed accurately and efficiently. The Office Assistant is expected to demonstrate professionalism, confidentiality, attention to detail, responsiveness, initiative, and the ability to work independently while supporting multiple departments and team members. Essential Duties and Responsibilities Administrative & Office Support Maintain organized physical and digital filing systems. Organize, categorize, scan, name, and archive documents consistently. Manage certified and regular mailings, including USPS Click & Ship and related mailing processes. Maintain office supply inventory and forecast basic supply needs. Assist with recycling, trash, and general office organization. Operate office printers and printing equipment using appropriate paper sizes and formats. Maintain familiarity with company payment methods and administrative procedures. Support daily office workflow and identify routine administrative issues or bottlenecks. Communication & Customer Service Answer and manage incoming telephone calls professionally. Provide professional customer service to clients, tenants, students, vendors, contractors, and team members. Maintain professional phone etiquette and written communication standards. Respond to Microsoft Teams, email, and other workplace communications in a timely manner. Acknowledge messages and requests even when additional time is required to complete the requested task. Escalate questions or concerns appropriately when they cannot be resolved independently. Maintain confidentiality when handling sensitive company, employee, client, student, legal, or financial information. Scheduling & Coordination Assist with calendar management and scheduling. Coordinate inspections and maintain related documentation. Assist with meetings, events, and department activities. Prepare materials, confirmations, and logistical information for events and meetings. Coordinate administrative requests between departments. Assist team members with follow-up on outstanding tasks and deadlines. Real Estate & Property Management Support Assist real estate agents with administrative tasks and transaction support. Assist with preparing CRA/CMA packets and basic data pulls. Support inspection scheduling and documentation. Assist with real estate and property management documentation. Maintain familiarity with clients, students, contractors, and other stakeholders. Provide administrative assistance that enables agents, property managers, contractors, and other employees to perform their responsibilities efficiently. Develop familiarity with basic real estate licensing concepts and company procedures. Technology & Documentation Use Microsoft Office 365, including Word, Excel, Outlook, Teams, and related applications. Perform basic spreadsheet tracking and data entry. Utilize AI-assisted drafting tools such as ChatGPT, Claude, and Gemini when authorized. Maintain accurate digital records and document-control procedures. Assist with the preparation of reports, presentations, and administrative materials. Support the use and improvement of digital office systems. Advanced Administrative Responsibilities As competency and experience increase, the Office Assistant may be expected to: Independently manage complex administrative assignments. Support multiple team members and departments simultaneously. Anticipate team needs and proactively address administrative requirements. Prepare weekly PowerPoint presentations using Real Estate data and present information effectively. Generate reports and maintain accurate digital filing systems. Coordinate with vendors, inspectors, office visitors, and contractors. Assist with complex administrative communications and appropriately escalate issues. Support legal matters through organization of hard-copy folders for trials, hearings, and other legal activities. Assist with marketing activities, including Mailchimp campaigns. Support the administrative coordination of complex transactions. Identify opportunities for workflow improvement. Recommend and implement solutions to routine operational problems. Assist in developing and improving Standard Operating Procedures (SOPs). Support implementation of systems designed to improve organizational efficiency. Assist with process automation and technology improvements. Maintain and promote company standards for confidentiality and professional communication. Required Qualifications Strong customer service and communication skills. Prior experience in an office, administrative, or office-management environment preferred. Bachelor's degree required. Strong organizational and time-management skills. Professional telephone and email communication skills. Ability to follow written procedures, instructions, and company policies accurately. Strong attention to detail. Ability to maintain confidentiality. Ability to work independently while supporting multiple departments. Ability to prioritize and manage multiple assignments. Proficiency with Microsoft Office 365. Professional writing skills and standards. Familiarity with AI-assisted productivity and drafting tools. Reliable transportation for occasional on-site assignments. Bilingual skills are a plus. Real Estate Education Requirement The employee is expected to complete the applicable Real Estate Course within the first 90 days, consistent with training and development requirements. Core Competencies The successful candidate should demonstrate: Communication Customer Service Organization Attention to Detail Time Management Professionalism Accountability Reliability Teamwork Adaptability Problem Solving Initiative Confidentiality Follow-Up Technology Proficiency Process Improvement Ability to Learn Performance Expectations The Office Assistant is expected to: Respond promptly and professionally to calls, emails, Teams messages, and internal requests. Maintain accurate and organized records. Complete assigned tasks within established deadlines. Proactively follow up on outstanding items. Communicate promptly when an assignment cannot be completed as expected. Maintain professional behavior and confidentiality. Participate actively in department and Operations meetings. Demonstrate initiative rather than waiting for repeated instructions. Follow company SOPs and administrative procedures. Job Qualification Requirements (JQR) The Office Assistant position follows the Job Qualification Requirements (JQR) program. Employees progress through competency levels from foundational administrative responsibilities to advanced office operations, process improvement, technology utilization, cross-department coordination, and organizational support. Progress may be evaluated through direct observation, completed work, documentation, training, supervisor validation, and demonstrated ability to independently perform assigned responsibilities. Physical & Work Requirements Ability to work at a computer for extended periods. Ability to communicate by telephone, email, Teams, and other communication systems. Ability to organize and handle physical documents and office materials. Ability to occasionally travel to company locations or perform on-site administrative assignments. Ability to maintain a professional and organized work environment. Confidentiality The Office Assistant may have access to confidential information involving employees, clients, tenants, students, vendors, legal matters, financial information, and company operations. The employee must protect confidential information and comply with all applicable confidentiality, data protection, and information-security policies.

Pay:

$20.00 - $25.00 per hour Expected hours: 40.0 per week

Benefits:

401(k) Dental insurance Flexible schedule Health insurance Paid time off Vision insurance Application Question(s): Do you have reliable transportation? Are you fluent in English and Spanish? How many years of experience as an Office Assistant/Executive Assistant? Do you have a Bachelors degree? Are you available Monday-Friday and every 4th Saturday?

Work Location:

In person