Office and Personal Assistant

$52,000 - $56,160/Yr

FT America, Inc - Fayetteville, NY

Part-time - Entry Level

Fayetteville, NY

About the position

The Office and Personal Assistant role at FT America, Inc. in Fayetteville, NY, is a part-time position focused on providing administrative support to a property tax consulting team. The assistant will handle various tasks including sales support, research, inventory management, office maintenance, and personal assistance for the president, ensuring smooth operations and effective communication within the team.

Responsibilities

• Draft and send out agreements for new business using Microsoft Word and Adobe PDF.
• Facilitate the execution of agreements through Docusign.
• Assemble new client folders for properties as they come in.
• Assist with researching potential new business clients as directed by the sales team.
• Utilize research websites & resources to gather information on assessments, equalization ratios, municipality details, tax maps, and tax bills.
• Create and maintain spreadsheets displaying research findings and/or tracking statuses of clients using Excel.
• Assist in researching and developing sales leads, and entering relevant data into the company database.
• Maintain and replace office supplies, managing kitchen and bathroom supplies.
• Coordinate grocery and lunch orders for the office team.
• Ensure the office is tidy by handling dishes, monitoring trash levels, and organizing shared spaces.
• Run errands to the post office or UPS/FedEx for shipping or returning packages as needed.
• Manage bi-weekly scheduling and communication with the office cleaner.
• Coordinate maintenance services for building and office equipment as required.
• Answer incoming phone calls, providing a professional and courteous response to inquiries.
• Direct calls to the appropriate team members and take accurate messages when necessary.
• Pick up and manage prescriptions and handle dry cleaning tasks.
• Coordinate grocery shopping and routine errands for personal events.
• Tidy the president's office and assist with efforts to stay organized personally and professionally.

Requirements

• Proficiency in Microsoft Word and Excel, Adobe PDF, and Docusign.
• Strong research skills with the ability to gather and synthesize information from various sources.
• Excellent organizational skills to manage office inventory and ensure a clean workspace.
• Strong communication skills to coordinate effectively with clients, vendors, and other service providers.
• Valid driver's license and access to a reliable vehicle.
• Excellent time management skills to ensure timely completion of tasks.
• Ability to manage errands efficiently with attention to detail.
• Adaptability and flexibility to transition between tasks.