POSITION DESCRIPTION

The Office Assistant at STRANG plays a crucial role in ensuring the smooth operation of our office and providing exceptional service to our clients and staff. The Office Assistant will work closely with the Office Manager and other team members to support daily office functions and client interactions.
This role is based in the Miami office and is 100% in-person.

QUALIFICATIONS

• HS Diploma or GED
• Strong verbal and written communication skills with ability to interact professionally with staff, clients, and vendors.
• Good organizational skills.
• Proficiency in Microsoft Suite.
• Ability to troubleshoot and understand when to escalate issues.
• Understanding of handling confidential and sensitive information.
• Ability to lift packages and office supplies weighing up to 25 lbs.
• Must have reliable transportation; mileage reimbursement provided for occasional errands such as deliveries, pickups, and post office runs.
• Able to take ownership of assignments, work independently, and follow up with others to move tasks forward without needing frequent direction.

Front-Desk Duties:

• Answer and return phone calls and voicemails in a courteous and professional manner.
• Transfer calls to staff when appropriate.
• Welcome visitors, employees, and vendors, ensuring positive interactions with our firm.

Office Maintenance:

• Ensure the office environment remains tidy, organized, and presentable on a daily basis by monitoring shared spaces to make sure drawings, samples, and materials are properly stored or disposed of and coordinating with team members to return samples or set aside unused items for junk removal or donation
• Maintain order and cleanliness in communal areas (kitchen, conference rooms, material library), including light cleaning, vacuuming as needed, wiping surfaces, loading/unloading dishwasher, and restocking kitchen and restroom supplies. A cleaning service handles weekly deep cleaning.

Office Support:

• Manage equipment and tool loans for project site visits, ensuring returns.
• Assist the Office Manager in setting up and breaking down office meetings and events
• Set up and troubleshoot technology for meetings and special events, such as connecting a Bluetooth speaker or laptop to a TV.
• Manage the Lost & Found items and communicate with staff to claim their belongings.
• Track office supplies and snacks, notifying the Office Manager when restocking is required.
• Organize and prepare samples for shipment, print labels, and schedule pickups for local couriers, FedEx, UPS, and USPS. Manage packages, including lifting and handling packages weighing up to 25 pounds.
• Assist in daily mail sorting and document scanning for the billing department.
• Coordinate with the Library Committee and schedule vendor presentations and events.
• Assist in picking up lunch orders, coffee orders, print sets, etc.
• Act as a liaison between the property manager and the Office Manager

Client and Staff Support:

• Provide exceptional hospitality for client meetings and internal meetings as requested.
• Coordinate conference room reservations and prepare spaces for client and internal meetings.
• Coordinate courier services as requested.
• Assist staff members with special projects as needed.

Marketing & Public Relations:

• While performing job duties, act as a brand ambassador to enhance company reputation and visibility.