Administrative Assistant

Administrative Assistant Ochs Labs Sebastopol, CA Job Details Full-time $28 - $32 an hour 9 hours ago Benefits Paid holidays 401(k) Paid time off 401(k) matching Qualifications Computer operation Phone communication Computer literacy English Administrative experience Task prioritization Organizational skills Clerical experience Office management Appointment scheduling

Technical Proficiency Full Job Description Job Title:

Office Assistant Location:

Ochs Labs, Sebastopol, Ca.

Position Type:

Full-Time (On-Site Only)

Hourly Wage:

$28.00 - $32.00 (DOE)

Schedule:

Monday to Friday, 9:00 AM to 5:30 PM Reports to:

Office Manager/Director of Operations Who We Are:

Our company helps ease the suffering in the world through non-traditional Neurofeedback, and we are looking for the right leader to join our team. Our proprietary software is effective in decreasing and/or eliminating symptoms from which many people suffer. This includes anxiety, PTSD, trauma, head injury (concussion, TBI, etc.), learning and focus issues, depression, stroke, cerebral palsy, mental health issues, etc. Our network of health care providers is spread over 30+ countries, and they provide life-changing health support worldwide. By joining our team, you would be helping us support these amazing people and help make a difference for people everywhere!

Responsibilities and Duties:

We are looking for an Administrative Assistant who will be responsible for the office headquarters and supporting the LENS Provider Community worldwide. This position will provide critical day-to-day operations and report to the Director of Operations. To be successful in this role, you must be able to exercise good judgment in a variety of situations, have exceptional written and verbal communication skills, and must be able to maintain a balance across multiple priorities. The ideal candidate for this role understands that they serve as an extension of the company and community, and thus can maintain a humble, friendly, and respectful demeanor at all times. This person must be exceedingly well-organized, flexible, and enjoy the challenges of supporting an office and community of diverse people. Our team needs a self-starter with the ability to keep calm under pressure, prioritize and multitask. Key Responsibilities Superbly answer and direct incoming phone calls with extreme personability File documents and maintain orderly and up-to-date physical and electronic records Coordinate routine office maintenance and vendor visits Assist with package distribution, courier services, packing and tracking orders Provide general administrative support to the team members and managers, especially office calendar scheduling Necessary Skills/Abilities Proactive, with an ability to prioritize effectively and autonomously Superior organizational skills and attention to detail Exceptional communication skills, both written and oral, strong phone etiquette Exceptional computer skills, software knowledge, and capability of learning Strong bias for action with an excellent track-record of meeting deadlines and completing tasks Excellent ability to adapt to and excel in changing environments Maturity to exercise discernment and privacy around confidential information Resolve difficult situations with tact and diplomacy Derive satisfaction from assisting customers resolve their tech problems while helping the company achieve its product quality goals Demonstrate empathy and excellent listening skills Dedicated, charismatic, interested, considerate, intuitive, positive, detail-oriented A supporting team member who works independent of supervision, but comfortable receiving direction when needed Physical abilities: as needed, able to lift boxes, climb stairs, navigate a stepping stool, sit/stand at desk Daily Operations Tasks Answer phone calls Check voicemails, take messages, direct calls Update/Change Outgoing Voicemail Message for Office Manage calendar: set/manage appointments, direct calls, check daily/edit as needed Scheduling/Managing webinars, saving recordings, and posting to database Answering emails from current clients as well as new customers Entering new Providers/hardware into email platform, in-house database, Mailchimp, Monday.com Manage/track Email Discussion Forum Manage Docu-sign Agreements Create/send out Training Certificates Filing invoices, agreements, and creating new client folders Create invoices/orders in QuickBooks, print out and file: Accounts Payable/Receivable, taking payment info, processing payments Handle incoming packages and outgoing packages: unpack incoming packages, package orders, ensure USPS/ FedEx/HDL pick-ups/drop-offs Inventory/Supplies/Webstore Orders Organizing supplies and inventory in the stock room Create/maintain an item list in Monday.com or Google Forms Tracking serial numbers on devices Packing up orders properly, weighing items, and printing labels: monitoring Ship Station to ensure each order is properly managed Schedule pick-ups for FedEx, verifying orders for timely delivery Helping to prepare for events including trainings and conferences, ensuring supplies are available Handling incoming needed device repairs Qualifications AA/BA degree highly preferred or equivalent work experience Previous administrative or customer service experience is mandatory Strong communication and organizational skills including professional phone skills Intermediate computer proficiency (e.g., Microsoft Office, Google Workspace) Ability to multitask and work collaboratively in a small team environment Punctual and reliable with a professional demeanor Taking initiative and being proactive in the workflow Prefer 3+ years as an Office Assistant Technical support experience a plus Able to lift 40+ pounds, go up and down stairs, carry boxes, and stand or sit for long periods of time Work Environment and Conditions This position is 100% on-site at our California office location; remote or hybrid work is not available Must be able to sit, stand, and use office equipment for extended periods May occasionally lift or move boxes and water jugs up to 25 lbs (e.g., office supplies, deliveries) California Labor Law Compliance This position is classified as non-exempt and is eligible for overtime in accordance with California Labor Code. All rest and meal breaks will be provided in accordance with California wage and hour regulations. Employment is at-will and may be terminated by either the employer or employee at any time, with or without cause or prior notice, as permitted by law. Ochs Labs is an equal opportunity employer and prohibits discrimination or harassment based on race, color, religion, sex, national origin, age, disability, sexual orientation, gender identity, or any other protected characteristic as defined under applicable federal, state, and local laws. Benefits (if applicable) Health insurance stipend, paid time off, paid holidays, 401(k) matching For part-time employees, benefits may be limited based on hours worked How to Apply Please submit your resume and a brief cover letter to [email address or application link]. We appreciate your interest and look forward to hearing from you!

Job Type:

Full-time Pay:

$28.00 - $32.00 per hour

Benefits:

401(k) 401(k) matching Paid time off

Experience:

Administrative:

1 year (Preferred)

Language:

English (Required) Shift availability: Day Shift (Required) Ability to

Commute:

Sebastopol, CA 95472 (Required)

Work Location:

In person