Aviva Services Inc.

Compensation

Full Description

Overview We are seeking a highly organized and proactive Operations Assistant to support our team in daily office functions and coordination. This role offers an exciting opportunity for individuals with administrative skills and office management. The ideal candidate will excel in multitasking, prioritizing, possess excellent communication skills, and demonstrate proficiency with Excel and various in-office tools. This position involves regular and irregular tasks and infrequent travel using a company car. Duties • Provide administrative support, including preparing documents, proofreading, and transcription tasks • Handle data entry, filing, and maintaining organized records both digitally and physically • Support bookkeeping activities using Microsoft Excel • Manage front desk responsibilities when missing personnel - such as greeting visitors, accepting packages, and answering multi-line phone systems using professional phone etiquette • Oversee office management duties, including supply inventory and general clerical support • Perform typing tasks efficiently while maintaining accuracy in all communications • Provide customer service support as needed to internal teams or external clients • Prepare and print envelopes; process and mail payments for bills • Review, verify, and document employee timesheets and recorded hours • Manage tenant communications and coordinate scheduling with contractors and vendors • Organize and maintain the filing of receipts and bank statements • Review and reconcile credit card statements • Conduct donation follow-ups to confirm receipt and proper documentation • Coordinate or perform pickups and deliveries locally and irregularly within NY/NJ/PA Required Qualifications • Strong organizational skills with the ability to prioritize tasks effectively • Excellent written and verbal communication skills with professional phone etiquette • Proficiency in Microsoft Office Suite (Word, Excel), Adobe PDF, Microsoft Outlook Calendar, Google Workspace, and data entry tools • Ability to handle multiple projects simultaneously while prioritizing importance and maintaining attention to detail • Demonstrated ability to work independently as well as part of a team in a fast-paced environment Preferred Qualifications: • Familiarity with multi-line phone systems and front desk operations • Experience in office management, administrative support, or personal assistant roles • Experience with QuickBooks, bookkeeping, transcription, proofreading, and filing systems • Prior experience supporting executives or managing complex schedules Job Types: Full-time, Part-time, Internship Pay: $18.00 - $20.00 per hour Expected hours: 20.0 – 40.0 per week Benefits: • Flexible schedule Work Location: In person