Lackawanna Offices provides premium Virtual Office services (business addresses and physical mailboxes) as well as private physical offices to freelancers, entrepreneurs, and small businesses.
Job Summary
We are seeking a detail-oriented, reliable, and professional Administrative Assistant to manage the day-to-day operations of our Virtual Offices division. In this role, you will be the core operator ensuring that customer mail is handled accurately, client records are meticulously updated, and account balances are tracked. You will also play a key compliance role by monitoring, researching, and contacting unauthorized businesses using our address.
If you are a self-organized professional who thrives in a calm environment and possesses excellent digital and communication skills, we would love to hear from you.
Job Details
Job Type: Part-Time (Morning Hours)
Hours: 15 – 20 hours per week
Schedule: Monday – Friday, 9:00 AM to 2:00 PM
(Shift patterns will fit within this window)
Key Responsibilities
Mail Management: Sort all incoming physical mail and accurately distribute it into the correct customer mailboxes daily.
Data & System Maintenance: Update internal files, spreadsheets, and software systems immediately when onboarding new clients or processing departing customers.
Accounts Receivable: Monitor, track, and proactively follow up on outstanding customer payments to ensure steady account receivables.
Address Compliance & Fraud Prevention: Proactively identify and research unauthorized entities using our business address online or in public registries. Contact these parties to either transition them into a proper paid contract or enforce the removal of our address.
Qualifications & Skills
Software Proficiency: Advanced skills in Microsoft Excel (data entry, basic formulas, sorting), Microsoft Word, and Outlook Email.
Operational Excellence: Exceptionally detail-oriented, punctual, self-organized, and highly reliable.
Communication: Ability to communicate via phone and email with absolute clarity, precision, and professionalism.
Professional Demeanor: Maintains a clean, calm, and professional appearance and attitude appropriate for a shared corporate environment.
Availability: Must be consistently available for morning shifts during our core operational window (9:00 AM to 2:00 PM).
Principals only. Recruiters, please don't contact this job poster.