Overview:

We are seeking a highly organized and detail-oriented Office Assistant to join our dynamic team. This role is responsible for providing administrative support to our office operations, ensuring the smooth day-to-day functioning of our office environment. The successful candidate will be responsible for a variety of tasks, including customer support, data entry, and office management.

Responsibilities:

- Provide exceptional customer support through phone, email, and in-person interactions.
- Maintain accurate and up-to-date records, including filing documents, performing data entry, and managing databases.
- Utilize computer software to computerize office tasks, such as document management and scheduling.
- Act as a receptionist, greeting visitors, and directing calls to the appropriate staff members.
- Assist with administrative tasks, including preparing documents, reports, and presentations.
- Demonstrate strong organizational skills, ensuring the office space remains tidy and organized.
- Develop and maintain office supplies inventory.
- Perform other administrative duties as needed.

Qualifications:

- High school diploma or equivalent required.
- Experience in an office environment is preferred.
- Strong computer literacy skills, including proficiency with Microsoft Office Suite.
- Excellent communication and phone etiquette skills.
- Ability to work accurately and efficiently in a fast-paced environment.
- Strong organizational and proofreading skills.
- Familiarity with office software and computerised systems is advantageous.
- Ability to perform a variety of tasks and adapt to changing priorities.

Skills:

- Proficiency in office software and computerised systems.
- Excellent customer support and communication skills.
- Strong data entry and organisational skills.
- Experience working as a clerk or administrative assistant.
- Ability to type accurately and efficiently.
- Experience with office management and customer support is preferred.
- Computer literacy and proficiency with Microsoft Office Suite.
- Ability to work effectively in a team environment.

CalMed Inc. Specifics Below

Key Responsibilities:

• Email & Document Management:
• Check and respond to emails every morning.
• Copy receipts and order acknowledgments.
• File work orders in File Maker Pro under your name.
• Scan and email dispatches, service reports, service authorizations, and calibration certificates to the appropriate team members (Bonnie, Tony, Alex).
• File originals and maintain organized records.
• Packing Slips:
• Organize packing slips by date, scan, and file them in designated folders on the desktop.
• File physical copies in the appropriate bin.
• Spore Tests:
• Separate spore test envelopes by date and check serial numbers on the Crosstex website.
• Update records for autoclaves, scan spore test envelopes, and email results to Bonnie.
• Mail the envelopes after verification.
• Banking:
• Open, sort, and count checks. Email checklists and scan copies to Bonnie.
• On deposit days, process checks as directed by Bonnie, including stamping and preparing deposit slips.
• Organize deposit stubs and file bank receipts accordingly.
• Past Due Invoices:
• Print and mail past due invoices as directed by Bonnie every two weeks.
• Reminders:
• Obtain a list from Bonnie and send reminders for upcoming inspections.
• Cross-check against already scheduled inspections and print reminders on yellow paper.
• Promotions:
• Assist in preparing and mailing promotional postcards monthly.
• Supplies Management:
• Order office and bathroom supplies as needed.
• Purchase stamps and office necessities from vendors like Staples or Amazon.
• Mail Handling:
• Pick up and sort mail. Scan and send important documents to Bonnie and Tony.
• File invoices and match them with check stubs when needed.
• Shipping & Receiving:
• Prepare and pack equipment for shipping using UPS or FedEx. Ensure appropriate Return Merchandise Authorization (RMA) or Return Authorization (RA) paperwork is obtained from the manufacturer.
• Fill out RMA/RA forms as required and attach them to the shipment.
• Label and ship equipment securely, ensuring accurate documentation.
• Update work orders with tracking information and send the RMA/RA details to relevant team members.
• Receive equipment or parts, ensuring that large or sensitive items (e.g., PCB boards) are handled appropriately.
• Customer Files & Reports:
• Manage customer files, ensure all documentation is accurate, and ship customer packets when needed.
• Match invoices with check stubs and file vendor documents as received.
• Parts Ordering:
• Track parts inventory and ensure parts are ordered in a timely manner.
• Work with vendors to place orders for necessary parts and equipment.
• Follow up on order status and ensure timely delivery.
• Update work orders with parts received and ensure all documentation is filed properly.

Qualifications:

• High school diploma or equivalent.
• Strong organizational skills and attention to detail.
• Proficiency in Microsoft Office and basic email functions.
• Familiarity with scanning documents and managing electronic files.
• Ability to multitask and work independently.
• Strong communication skills and the ability to work well with the team.

Preferred:

• Previous office experience.
• Familiarity with File Maker Pro or similar software is a plus.

Compensation:

• Pay based on experience with potential for increased hours and responsibilities as the business grows.

Job Types: Part-time, Temporary

Pay: From $17.00 per hour

Expected hours: 20 – 30 per week

Benefits:

• Flexible schedule

Schedule:

• Monday to Friday
• Weekends as needed

Education:

• High school or equivalent (Required)

Experience:

• Phone etiquette: 1 year (Required)

Ability to Commute:

• Branford, CT 06405 (Required)

Work Location: In person