Office Administrative Assistant

Qualifications

Key requirements include the ability to work independently, take initiative as an individual contributor and be an effective team participant

Excellent verbal and written communication skills

Proficiency in Microsoft Office Professional applications with focus on Outlook, Excel, Word, and Access

Attention to detail with emphasis on accuracy and quality

Customer focused approach, internal and external

Strong work ethic, with a positive attitude and high level of professionalism

Ability to read and react to the office environment in a positive manner

Ability to work in a fast-paced, team environment

High School or GED degree

Minimum of 2 years in an office administrative position

+0% of work in a climate-controlled internal office environment working under normal office conditions

While performing the duties of this job, the employee is regularly required to sit, stand, walk, use hands and fingers to feel and handle, reach with arms and hands, talk and hear

While performing the duties of this job, the employee may incidentally be required to stoop, kneel and crouch, lift weight or exert a force up to a maximum of 25 pounds

Benefits

This position pays $25 - $27 per hour based on experience

Responsibilities

This is a full-time non-exempt, hourly office position

This position works from the Company’s main corporate office in Newton Highlands, MA and reports to the Accounts Payable Manager

This position will maintain office efficiencies by assisting home and area office departments in various tasks and projects

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

Coordinate performance of office service providers such as Janitorial, Office Equipment, Delivery services and Maintenance providers, ensuring a safe and clean work environment

Manage office-related communications utilizing intercompany website, Outlook and other tools

Communications will include, but not be limited to, office events and Company news

Track, maintain and order office supplies to ensure supplies are available as needed

Analyze office policies, procedures and system processes driving for efficiencies and eliminating redundancy

Handle sensitive and/or confidential documents and information

Process high volumes of incoming and outgoing mail – with emphasis on analyzing best service provider

Provide support to team members and management, including handling correspondence and scheduling meetings

Reception coverage, including managing multiple phone lines and visitor check in, conference room scheduling, setup and food/beverage service

Plan and coordinate office events and parties as necessary

Facilitate travel arrangements for the leadership team as needed

Plan and coordinate meetings and regional activities for the leadership team

Bind, cut, laminate and/or assemble copy jobs as necessary

Other light office duty work within the Accounting/Finance and corporate office departments

Complete additional projects as assigned

Job description

Henley Enterprises, Inc. (and our associated entities) is a privately-owned Franchisee of Valvoline Instant Oil Change (VIOC) currently operating over 260 VIOC locations in Massachusetts, New Hampshire, Rhode Island, Maryland, Virginia, Delaware, Florida, California and Louisiana. The Company has grown rapidly and is projecting continued growth moving forward.

POSITION SUMMARY:

This is a full-time non-exempt, hourly office position. This position works from the Company’s main corporate office in Newton Highlands, MA and reports to the Accounts Payable Manager. This position will maintain office efficiencies by assisting home and area office departments in various tasks and projects. Key requirements include the ability to work independently, take initiative as an individual contributor and be an effective team participant. This position pays $25 - $27 per hour based on experience.

ESSENTIAL JOB FUNCTIONS INCLUDE BUT ARE NOT LIMITED TO:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Coordinate performance of office service providers such as Janitorial, Office Equipment, Delivery services and Maintenance providers, ensuring a safe and clean work environment.

• Manage office-related communications utilizing intercompany website, Outlook and other tools. Communications will include, but not be limited to, office events and Company news.

• Track, maintain and order office supplies to ensure supplies are available as needed.

• Analyze office policies, procedures and system processes driving for efficiencies and eliminating redundancy.

• Handle sensitive and/or confidential documents and information.

• Process high volumes of incoming and outgoing mail – with emphasis on analyzing best service provider.

• Provide support to team members and management, including handling correspondence and scheduling meetings.

• Reception coverage, including managing multiple phone lines and visitor check in, conference room scheduling, setup and food/beverage service.

• Plan and coordinate office events and parties as necessary.

• Facilitate travel arrangements for the leadership team as needed.

• Plan and coordinate meetings and regional activities for the leadership team.

• Bind, cut, laminate and/or assemble copy jobs as necessary.

• Other light office duty work within the Accounting/Finance and corporate office departments.

• Complete additional projects as assigned.

QUALIFICATIONS:

Skills and Competencies

• Excellent verbal and written communication skills

• Proficiency in Microsoft Office Professional applications with focus on Outlook, Excel, Word, and Access

• Attention to detail with emphasis on accuracy and quality

• Customer focused approach, internal and external

• Strong work ethic, with a positive attitude and high level of professionalism

• Ability to read and react to the office environment in a positive manner

• Ability to work in a fast-paced, team environment

• Experience with Microsoft SharePoint and/or Project timeline software is a plus

Education and Experience

• High School or GED degree

• Minimum of 2 years in an office administrative position

ENVIRONMENT & PHYSICAL REQUIREMENTS

• +0% of work in a climate-controlled internal office environment working under normal office conditions.

• While performing the duties of this job, the employee is regularly required to sit, stand, walk, use hands and fingers to feel and handle, reach with arms and hands, talk and hear. While performing the duties of this job, the employee may incidentally be required to stoop, kneel and crouch, lift weight or exert a force up to a maximum of 25 pounds.

The above description is not intended to be an "all-inclusive" list of the duties and responsibilities of the job described, nor is it intended to be such a listing of the skills and abilities required to do the job. Rather, it is intended only to describe the general nature of the job.