Office Assistant

Lotane & Associates P A•Cocoa, FL

6d•Onsite

About The Position

Lotane & Associates, P.A. is a debt collection and subrogation law firm in Cocoa, Florida. The Office Assistant supports the firm’s daily operational needs and reports directly to the Director of Operations. This hands-on, in-office position coordinates purchasing, inventory, mail and errands, employee events, philanthropic activities, and general administrative projects. The Office Assistant also works with department leaders to document and maintain standard operating procedures (SOPs), keeping resources organized and processes clear and accessible. The ideal candidate is proactive, dependable, organized, and comfortable working in a fast-paced, deadline-driven environment. The schedule is Monday through Friday, 8:00 a.m. to 5:00 p.m., with a one-hour lunch break and two 15-minute breaks. Nights and weekends are off. The firm describes itself as client-minded and community-centered, with a commitment to its team and local community.

Requirements

High school diploma or GED required.
Strong organization, attention to detail, inventory tracking, and time management skills.
Ability to draft and format clear written instructions and standard operating procedures.
Comfort researching vendors, comparing costs, maintaining records, and following purchasing approval processes.
Proficiency in Microsoft Word, Outlook, and Excel.
Strong teamwork and communication skills, initiative, and ability to manage multiple active assignments.
Ability to perform local office errands and event setup duties as assigned.

Nice To Haves

Associate degree or administrative training.
Experience in office administration, purchasing, event coordination, or related operational support.
Familiarity with Monday.com.

Responsibilities

Purchase office supplies, equipment, and materials within approved budgets and authorization procedures.
Organize, inventory, and maintain supply closets, storage spaces, and commonly used office materials.
Monitor supply levels, anticipate replenishment needs, and maintain accurate inventory records.
Research vendors, compare products and pricing, and present recommendations for approval.
Maintain purchasing receipts, expense documentation, and invoice records; coordinate with accounting on payment processing.
Assist with office equipment and facility-related requests, including coordination with approved vendors.
Coordinate incoming and outgoing mail, shipping, deliveries, assigned mail runs, and office errands.
Support the organization of shared office spaces, materials, and administrative files.
Maintain task lists, project updates, and records using Monday.com or similar tools.
Coordinate operational tasks with departments and follow through on assignments from the Director of Operations.
Assist department leaders with documenting workflows and drafting clear, step-by-step SOPs.
Format, organize, update, and maintain SOPs using consistent templates and version control.
Track requested SOP revisions, obtain process-owner review, and route procedures for approval before publication.
Maintain an accessible library of approved procedures and supporting training resources.
Identify documentation gaps and recommend improvements to clarity and consistency; do not change departmental procedures without approval.
Coordinate logistics for company events, employee celebrations, team-building activities, and recognition initiatives.
Research event vendors and venues, coordinate supplies and purchases, and manage event setup and cleanup.
Maintain event plans, timelines, budgets, and expense records, obtaining required approvals.
Coordinate charitable drives, volunteer opportunities, and community engagement activities.
Communicate with nonprofit and community partners and collaborate with HR on employee participation and volunteer initiatives.
Provide timely updates to the Director of Operations on projects, costs, and outstanding tasks.
Maintain professional communication with vendors and employees and safeguard sensitive information.
Complete additional office operations and administrative assignments as directed.

Benefits

Employee-paid vision and dental insurance.
Employee-paid AFLAC supplemental plans, including coverage for accidents and short-term disability.
Employer-paid $20,000 life insurance policy.
401(k) plan with company matching after one year of employment: 100% match on 1–3% of savings and 50% match on 4–5% of savings.
Paid time off (PTO).
Nine paid holidays annually.
Additional PTO earned through the volunteer time program.
Employee Assistance Program (EAP) with confidential counseling and support services.
Tuition reimbursement eligibility after one year of employment for approved courses, up to a designated amount.
Employee discount programs.