Office Assistant - On site

Description

Why join our team at Definiti? If you enjoy tackling challenges and believe in delivering exceptional client service, Definiti may be perfect for you. You can make a difference by helping to improve and secure many retirements, while also helping to grow a dynamic organization. Most roles are fully remote, so you need to be comfortable using technology, be productive in a home office with a reliable internet connection to stay in touch with your team and deliver high-quality service to our clients. Definiti supports your professional growth through comprehensive training and industry credentials and certifications.

Definiti is a national retirement services company that helps clients manage and administer their retirement plans. We help clients define what's possible and what’s next for their retirement plans.

PURPOSE OF POSITION

The Office Assistant role is well suited for someone who is organized, detail-oriented, and comfortable managing core administrative and office operations independently. This position supports a variety of projects across Definiti by handling essential administrative and clerical, document management, and office coordination tasks that keep daily operations moving efficiently. This is a fully in-office role that provides critical operational support.

PRIMARY DUTIES AND RESPONSIBILITIES

• Manage incoming and outgoing mail, including sorting, scanning, and processing documents such as investment statements and faxes
• Handle routine Post Office and bank errands, including making deposits
• Maintain office supplies, coordinate equipment upkeep, and operate standard office equipment
• Support the transition to more paperless processes by organizing and digitizing records
• Provide general administrative support for company-wide projects and teams
• Greet clients who visit the office to drop off paperwork and ensure a professional, welcoming experience
• Coordinate office access and scheduling for vendors such as shredding, cleaning, and inspections
• Follow established procedures and ensure work meets quality standards 

Requirements

COMPETENCIES REQUIRED

• Demonstrate excellence in written and verbal communication
• Must be detailed and possess strong organizational skills
• Proficient with numbers and basic calculations
• Prompt follow-up on open items with internal team members
• Ability to work independently and as part of a team in a fast-paced environment
• Conveys a professional and positive attitude while interacting with clients and teammate
  

EDUCATION AND QUALIFICATIONS

• High school diploma or GED required
• 1+ year of administrative office support in an office environment
• Intermediate MS skills to include Outlook, Word, PowerPoint, and Excel; ability to navigate web-based programs
• Accustomed to using Microsoft Teams or virtual-meeting applications to work with colleagues regularly on video and use the chat feature for quick communications
• Accustomed with file-storage and file-sharing tools such as StaxAI, Microsoft SharePoint and Citrix ShareFile
• PensionPro software a plus

REMOTE WORKING REQUIREMENTS (for remote workers)

As a remote-first company, we have compiled expectations for a successful remote work environment:

• Ability to build rapport with others remotely while working productively with limited in-person interaction
• Have access to a reliable and consistently strong, high-speed internet connection suitable for remote work. A stable, high-speed internet connection is essential for effective communication, collaboration, and productivity while working remotely
• Designate a quiet, and well-lit space free of as many distractions as possible
• Be online and available to work during designated business hours in local time zone
• Accustomed to using Microsoft Teams (or similar virtual-meeting applications) to meet with colleagues regularly on video and use the chat feature for quick communications. We utilize many Microsoft Teams features (such as Channels and file storage) for announcements, relevant conversations, and file sharing. Familiarity with Microsoft Teams is a plus
• Accustomed with file-storage and file-sharing tools such as Microsoft SharePoint

BENEFITS

Definiti has a dynamic, growth-focused culture, and we are committed to offering attractive employee-centric benefits, including:

• A virtual-first work philosophy for most jobs
• 401(k) with up to 4% match
• Flexible PTO allows you to take the time you need for wellness, vacations, and personal matters. We foster a trusting environment where employees manage their workloads responsibly. Time off doesn’t accrue.
• 12 paid holidays, 2 paid floating holidays, and your birthday is a holiday
• Paid Parental Leave
• A variety of medical, dental and vision plan options including Definiti subsidized premiums
• Company-paid life insurance and short-term disability insurance
• Bonus plan eligibility