Office Assistant


Location: Mountain View, CA  

Hours: Full-time, 9 AM - 5 PM  

Type: In-Person

  

About Us:

M.Designs Architects is a dynamic and innovative architectural firm based in Mountain View, CA. We

pride ourselves on creating exceptional designs and providing top-notch service to our clients. We are

looking for a dedicated and detail-oriented Office Assistant to join our team and help us maintain our

high standards of efficiency and organization.

 

Position Overview:

The Office Assistant will play a vital role in ensuring the smooth operation of our office. This position

requires a proactive individual who can handle various administrative tasks, manage communications,

and support senior staff and the CEO. The ideal candidate will be organized, communicative, and

capable of multitasking in a fast-paced environment.

 

Key Responsibilities:

1. Phone and Mail Handling:

o Answer any direct phone calls in a professional manner.

o All calls related to potential clients and clients

o Answer questions related to our services & correspond with other internal departments to

assist our clients & potential clients.

o Manage incoming and outgoing mail and packages.

  

2. Calendar and Appointment Management:

o   Schedule and manage appointments for senior staff.

o   Coordinate meetings and ensure timely reminders.

 

3. CRM System Maintenance:

o   Assist in updating and maintaining the client relationship management (CRM) system.

o   Input new client information and keep existing data current.

 

4. Office Supplies Management:

o   Monitor and order office supplies to ensure the office is well-stocked.

o   Maintain an organized inventory of supplies.

 

5. CEO Support:

o   Assist the CEO with various tasks and errands as needed.

o   Support in preparing documents, reports, print out's etc.

 

6. General Office Duties:

o   Greet and assist visitors to the office.

o   Keep the office environment clean and organized.

o   Assist with filing, photocopying, and scanning documents.

o   Prepare and distribute correspondence, memos, and forms.

o   Coordinate with IT support for office equipment maintenance and troubleshooting.

o   Organize company events and meetings, including catering and logistics.

 

Qualifications:

o High school diploma or equivalent; additional qualifications as an Administrative Assistant or

Secretary will be a plus.

o Proven experience as an Office Assistant, Front Office Assistant, or similar role.

o Proficiency in MS Office (MS Excel, MS Word, and MS Outlook, in particular).

o Familiarity with office equipment, like printers and fax machines.

o Strong organizational skills with the ability to multi-task.

o Excellent written and verbal communication skills.

o Professional attitude and appearance.

o Ability to be resourceful and proactive when issues arise.

o Excellent time management skills and the ability to prioritize work.

o Previous sales experience is beneficial.

 

Benefits:

o Competitive salary: $55-$65 yearly

o Health, dental, and vision insurance.

o Matching simple IRA Plan

o Paid time off and holidays.

o Professional development opportunities.

o A collaborative and supportive work environment.

 

How to Apply:

Interested candidates are invited to submit their resume and a cover letter detailing their relevant

experience and why they are a good fit for this position to shahzadi@mdesignsarchitects.com

 

M.Designs Architects is an equal opportunity employer. We celebrate diversity and are committed to

creating an inclusive environment for all employees.