Office Assistant

REPORTS TO: Office Manager                      
CLASSIFICATION: Non-Exempt
REVISION DATE: June 2026

POSITION SUMMARY 
The Office Assistant is responsible for performing a range of clerical and administrative tasks to support daily operations and ensure the office runs smoothly.

ESSENTIAL DUTIES AND RESPONSIBILITIES
Duties and responsibilities include but are not limited to:

• Greet visitors providing a high level of customer service.
• Answer telephone calls and emails from customers and clients; direct them to relevant staff.
• Keep an inventory of office supplies and order new materials as needed.
• Maintain files.
• Schedule meetings and coordinate calendars.
• Draft correspondence and other formal documents.
• Enter and approve timesheets in Terial on a daily basis.
• Prepare, update, and distribute a variety of reports on a daily and weekly basis.
• Create roof plans for clients.
• Assist with billing invoices in Terial and assist with collections.
• Research buildings for future work.
• Book and close out work orders; generate applicable reports.
• Provide translation during safety training and for all new hire orientations.
• Assist with new hire paperwork and onboarding of new employees; make badges for new employees.
• Other duties as assigned.

MINIMUM QUALIFICATIONS 

• Ability to use technology and office machinery (printers, fax machines, photocopiers, etc.)
• Proficient to intermediate with Microsoft Office Suite.
• Fast and proficient typist.
• Strong verbal and written communication skills; excellent customer service skills.
• Bilingual in English and Spanish required.

 
EDUCATION AND EXPERIENCE

• High school diploma or equivalent; equivalent experience or training may be substituted.
• Minimum 2 years of previous related experience.

SUPERVISORY RESPONSIBILITIES: None

PHYSICAL REQUIREMENTS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  While performing the duties of this job, the employee is regularly required to talk or hear.  The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.  This position requires the ability to occasionally lift office products and supplies, up to 20 pounds.

MATERIALS & EQUIPMENT USED
Ability to operate all general office equipment including computer, printer, copier, and phones. Ability to operate and drive vehicle to run errands.

WORKING CONDITIONS
This is an in-office position.  

BENEFITS
After 60 day wait period, eligible for health insurance base plan that is 100% employer paid; employee can upgrade at own expense; employer paid GAP coverage; 50% employer paid dental; $25,000 life insurance policy that is employer paid; option to add more life insurance that is employee paid; STD disability; employee paid vision; option for employee-paid policy for critical illness plan and accident plan; immediate entry 401k with up to 4% match; accrual based sick leave up to 48 hours annually; accrual based paid vacation – begin accruing 90 days after hire, up to 5 days per year from 90 days to 2 years after hire, up to 10 days paid vacation for employees with 2-5 years of service, and for up to 15 days paid vacation for more than 5 years of service;  After 90 days of continuous full-time employment, all hourly office staff will receive 3 paid holidays per year: Memorial Day, Labor Day, and Christmas; discretionary annual bonus based on individual and company performance