Careers at Masis Staffing Solutions

Job Title: Assistant Office Manager
Department: Executive & Finance
Reports to: General Manager / Office Manager
Employment Status: Full-Time/Non – Exempt

Primary Purpose: As Assistant Office Manager, you'll play a pivotal role in ensuring smooth operations across multiple departments, including office management, IT, time track, and sales. Your responsibilities will encompass a wide range of tasks. This position is 100% in house, no remote or hybrid option available.
Essential Functions

• Manage office and facility-related responsibilities, including supplies, equipment maintenance, and contracts.
• Support IT provider to ensure software and hardware setup and troubleshooting.
• Supervise conference room schedules and oversee maintenance of common areas.
• Coordinate facility maintenance and utilities, including waste disposal, electric, water and air conditioning.
• Maintain office permits, signage, and coordinate with external vendors.
• Assist the sales team in servicing all accounts, including data entry, order processing, and customer inquiries.
• Enter orders, answer phones, and assist with filing.
• Serve as backup for sales representatives during their absences.
• Communicate effectively with production, shipping, and sourcing teams to provide superior customer service.
• Utilize team building and communication skills to foster strong departmental and company-wide relationships.
• Run daily reports for the sales team and constantly strive to develop skill-sets necessary to meet departmental and company goals.
• Collaborate with time clock, miss swipes and schedule errors.
• Facilitate onboarding and maintain accurate personnel records.
• Support company initiatives, including safety committee meetings, employee welfare reporting, and wellness initiatives.
• Ensure consistent and transparent communication between the company and employees.
• Support accounting tasks, including scanning and sending LA invoices to our Headquarters.
• Prepare and process new vendor forms with accuracy and attention to detail.
• Print checks upon request and ensure timely distribution.
• Assist in planning and organizing holiday celebrations and company events.

Qualifications

• Minimum 1-2 years of experience in a multicultural environment.
• Bilingual is a must (Spanish).
• Proficiency in Microsoft Office, and internet research.
• Strong organizational and multitasking skills with attention to detail.
• Excellent communication, interpersonal, and problem-solving abilities.
• Fluent in with strong written and verbal skills.
• Minimum of 1-2 years' experience in a similar sales support role, with knowledge of produce preferred.
• Expert proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with company systems.
• Strong sense of urgency, team player mentality, and superior attention to detail.

Mental Abilities:
Strong verbal and written communication skills
Ability to carry out defined procedures and duties with specific instructions
Strong interpersonal skills
Ability to maintain effective working relationships with employees, peers, customers, vendors and the public
Ability to manage multiple projects from their initiation to completion with minimal supervision
Ability to communicate verbally and comprehend verbal instructions

Physical Demands:
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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit and talk or listen. The employee must frequently stand and walk. The employee must be able to lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, color vision, and ability to adjust focus.
Work Environment and Environmental Conditions:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions:
Work environment is usually fast paced with frequent short deadlines and regular instances of critical or unusual situations requiring a high level of adaptability and flexibility.
Field of work includes offices and in some instances the warehouse and surrounding grounds.
Limited hazards due to visits to warehouse and surrounding areas.

#MSSRN