Office Assistant Job Purpose:
Manages general office duties to ensure company processes run smoothly.
Assists with director duties and corresponds with clients, customers, and
vendors.
Responsibilities:
Performs clerical duties, including, but not limited to, mailing and filing
correspondence, preparing payrolls, placing orders, and answering calls.
Interacts with clients, visitors, and vendors.
Sorts and distributes incoming mail.
Arranges meetings by reserving rooms and managing refreshments.
Types correspondence, meeting notes, and forms among other documents.
Photocopies, scans, and files appropriate documents
Edits documents for accuracy and research on new assignments.
Maintains accurate records and enters data.
Assists in organising events when necessary.
Signs for delivered packages and distributes them to the appropriate
recipient.
Maintains stock of supplies by anticipating work requirements, ordering
supplies, and distributing supplies where necessary.
Answers customer questions and confirms customer orders.
Engages in educational opportunities as needed.
Performs additional duties when required, including drafting brochures and
organising the filing system.
Sort and distribute communications in a timely manner.
Create and update records ensuring accuracy and validity of information.
Schedule and plan meetings and appointments.
Resolve office-related malfunctions and respond to requests or issues.
Coordinate with other departments to ensure compliance with established
policies.
Maintain trusting relationships with suppliers, customers and colleagues.
Maintain records of guest visits in visitors’ log and maintain office phone list
to help visitors and employees in all communication.
Coordinate with various departments and reserve conference room and
equipment for customer visits and staff meetings.
Attend, screen and divert all incoming calls and forward messages to
appropriate staff and carry out night office duties.
Work with vendors to repair equipment, maintain building and perform
HVAC adjustments or light replacements.
Administers and inform staff regarding packages supplied by vendors and
postal services for timely delivery.
Assist receptionist during lunch or any other breaks or absences and
provide support to front desk operations in office.
Develop and manage office files and records and prepare file storage list to
enable easy access to files.
Ensure neat and clean front office area maintain effective environment
both employees and customers.
Maintain all office equipment such as copiers, fax machine and first aid kit
to facilitate smooth office functioning.
Provide external and internal support to electrician, locksmith, janitor and
maintain security .
Answer phone inquiries, direct calls and provide basic company
information.
Perform clerical duties, take memos, maintain files, and organize
documents; photocopy, fax, etc. as needed
Assist in planning company events, meetings, and employee team building
activities or special projects.
Manage and maintain files, records, and correspondence for meetings.
Arrange schedules for meeting space and conference rooms.
Prepare information and research for executive needs.
Oversee mail deliveries, packages, and couriers.
Purchase, track, and invoice office supplies for each department.
Maintains supplies by checking stock to determine inventory levels;
anticipating requirements; placing and expediting orders; verifying receipt;
stocking items and delivering supplies to work stations.
Maintains equipment by completing preventive maintenance;
troubleshooting failures; calling for repairs; monitoring equipment
operation and monitoring and purchasing meter funds.
Updates job knowledge by participating in educational opportunities.
Enhances organization reputation by accepting ownership for
accomplishing new and different requests; and exploring opportunities to
add value to job accomplishments.
Skills:
Self-Driven; Excellent Customer Care Skills; Exceptional Communication
Skills; Ability to Maintain a Strict Level of Confidence; Proficiency in
Microsoft Office Programs; Attention to Detail; Professional Appearance;
Excellent Typing Skills; Strong Problem Solving Skills; Excellent
Organisational Skills; Highly Motivated and Ability to Prioritize Efficiently;
Ability to Work Alone or As Part of a Team; Enthusiastic and Reliable;
Knowledge of Basic Office Management Procedures; Reliable.
