Office Assistant

Position Summary

The Part-Time Office Assistant plays a central role in coordinating office tasks, client communication, and field assignments. The ideal candidate is fluent in both English and Spanish, highly organized, and comfortable using technology, including basic AI tools, to streamline workflows and communication. This position requires a professional who can balance office responsibilities with occasional field tasks, maintain confidentiality, and ensure that all assignments are completed accurately and on time.

Key Responsibilities

·        Answer, screen, and route phone calls promptly and professionally.

·        Take detailed messages, follow up with clients, and ensure timely communication among team members.

·        Schedule and confirm appointments with clients, city officials, attorneys, contractors, and insurance representatives.

·        Manage the office calendar to coordinate meetings, inspections, and site visits efficiently.

·        Greet visitors and maintain a professional and organized office environment.

·        Support document preparation, correspondence, and electronic filing.

·        Enter and update data in CRM, job management, and communication systems.

·        Assist with invoices, estimates, client files, and work orders.

·        Monitor inventory and order supplies when necessary.

·        Conduct follow-up calls to confirm customer satisfaction and track project progress.

·        Complete light fieldwork tasks as needed, including:

o   Picking up or dropping off real estate signage, riders, and lockboxes.

o   Collecting and distributing office mail or materials between work sites.

·        Utilize basic AI tools or platforms to improve document organization, scheduling, or task tracking.

·        Ensure all assigned work meets company guidelines, deadlines, and quality standards.

·        Maintain a high level of professionalism and confidentiality at all times.

Qualifications

·        High school diploma required; some college coursework preferred.

·        1–2 years of experience in an office, administrative, or customer support role.

·        Fluent in Spanish and English (bilingual proficiency required).

·        Proficiency with Microsoft Office Suite and comfort using digital tools and communication platforms.

·        Basic understanding of AI-assisted applications and willingness to learn more.

·        Strong organizational skills and ability to manage multiple priorities.

·        Excellent communication skills and professional phone etiquette.

·        Reliable and self-motivated, with strong attention to detail.

·        Valid driver’s license and reliable transportation required.

·        Ability to complete light field assignments (approximately 10–15% of work hours).

·        Experience in real estate, construction, or restoration industries preferred.

Compensation and Schedule

·        Part-time position, in-office: Monday–Friday, 9:00 AM – 2:00 PM.

·        Starting pay: $18.00–$20.00 per hour, commensurate with qualifications and experience.

·        Supportive, collaborative team environment with opportunities for growth.