Office Assistant in Providence, Rhode Island at GREEN AND SPIEGEL US LLC

Mail & Document Intake and Client Support

• Receive, log, scan, and distribute incoming mail, notices, and client documents.
• Maintain organized physical and electronic filing systems.
• Provide basic assistance to visitors and direct them to the appropriate team members.

Office & Facilities Support

• Assist with daily office upkeep, including maintaining shared spaces and basic organization.
• Help order and restock office supplies and track inventory levels.
• Support basic maintenance of office equipment (copiers, printers, scanners) and report issues to IT or appropriate contacts.
• Assist in coordinating deliveries and vendor services as directed.
• Help maintain a clean, organized, and functional office environment.

Phone Calls & Appointment Scheduling

• Answer incoming calls, direct calls, and take messages as needed.
• Assist with scheduling and confirming appointments for attorneys and staff.

HR Assistance

• Assist with onboarding logistics for new hires in coordination with HR and IT (e.g., workspace setup, materials).
• Help organize and support employee engagement activities such as team lunches or office events.
• Provide administrative support to HR-related processes as needed.

Project Work

• Assist with digitization and secure disposal of physical files.
• Provide general support on office or operational projects as assigned.

• Working hours are Monday-Friday, 9 am-3 pm.
• Bachelor’s degree required.
• 1-3 years of administrative experience, preferably in a legal or professional services environment.
• Strong attention to detail and commitment to quality assurance.
• Excellent management, prioritization and organizational skills.
• Demonstrate leadership, teamwork and collaboration in a professional setting and with respect for all levels of employees.
• Proficiency with MS Office Suite products.
• Must be available to work on-site; remote work is not available for this position.