Office Assistant

LighthouseAI•Lower Merion Township, PA

1d•Onsite

About The Position

This is a full-time, in-office position located in Narberth/Penn Valley, PA. The Office Assistant will be responsible for a variety of tasks including document management, mailroom support, general office tasks, and administrative duties. The role requires strong organizational skills, proficiency with Microsoft Office Suite and document management systems, and the ability to handle confidential information. The ideal candidate will be flexible, proactive, and able to manage multiple priorities in a fast-paced environment. Responsibilities may evolve based on company and client needs.

Requirements

2+ years of office administration or document management experience.
Proficiency with Microsoft Office Suite, Adobe PDF, and document management systems/databases.
Strong organizational skills with attention to detail and accuracy.
Effective written and verbal communication skills; ability to handle confidential information professionally.
Flexible, proactive, and able to manage multiple priorities in a fast-paced environment.
Ability to lift up to 40 lbs and perform light housekeeping/office support tasks.

Nice To Haves

Previous experience in a law firm is preferred but not required.

Responsibilities

Organize and maintain physical and digital files, ensuring accurate and efficient record-keeping.
Shred confidential and outdated documents in compliance with company policies.
File and retrieve documents as needed.
Process incoming mail for project managers, including opening, scanning, and uploading documents.
Convert files to different formats as needed (Adobe PDF, etc.).
Maintain and update the client database (Lighthouse – Document Repository).
Serve as a backup for the mailroom, handling tasks in the absence of designated staff and assisting with mail related requests.
Prepare and coordinate mail drops and deliveries through UPS, USPS, and FedEx.
Receive and distribute incoming packages and correspondence efficiently.
Assist with conference-related shipments and other special projects as assigned.
Perform light housekeeping duties, such as breaking down and disposing of boxes to maintain a clean and organized workspace.
Lift and move items up to 40 lbs as required for shipments, office organization, and supplies management.
Support various administrative functions as needed based on business requirements.
Take on additional responsibilities and tasks as determined by the evolving needs of the company and its customers.
Support front office and office manager duties as needed.
Demonstrate flexibility and a proactive approach to meeting dynamic organizational goals.