Virtual Assistnat and Office Coordinator

Job Title: Virtual Assistant and Scheduler
Position Summary:

We are seeking a highly organized and efficient individual to join our team as an Office Assistant, Scheduler, Receptionist, and Job Coordinator. This multifaceted role involves handling a variety of administrative tasks to ensure smooth operations within the office, coordinating schedules and appointments, managing front desk duties, and assisting with job coordination to support our projects. The ideal candidate is proactive, detail-oriented, and capable of managing multiple responsibilities with a positive attitude.

Key Responsibilities:

Perform general office duties, including filing, data entry, and document management.
Assist with the preparation of reports, presentations, and correspondence.
Provide administrative support to various departments as needed
Coordinate and schedule appointments, meetings, and events for staff and clients.
Maintain and update calendars for multiple team members.
Communicate appointment details and reminders to relevant parties.
Reschedule appointments as needed and handle conflicts efficiently.
Greet and welcome visitors in a professional and friendly manner.
Answer and direct incoming phone calls, taking messages when necessary.
Respond to general inquiries via phone, email, and in-person.
Assist with the coordination of job assignments and project schedules.
Communicate with clients, contractors, and team members to ensure project timelines are met.
Track project progress and update status reports.
Handle any issues or delays that arise and provide solutions promptly.
Must be willing to be on call 2 weeks out of the month for after hours calls

Qualifications:
Proven experience as an office assistant, scheduler, receptionist, or job coordinator.
Strong organizational and time management skills.
Excellent communication and interpersonal skills.
Proficiency in MS Office (Word, Excel, Outlook, PowerPoint) and scheduling software.
Ability to multitask and prioritize tasks effectively.
Detail-oriented and capable of working independently.

Full-time position.
Standard office hours with occasional need for flexibility