Office Assistant (225-804)

An Office Assistant plays a crucial role in ensuring the smooth and efficient operation of an office environment. This position involves multitasking and taking on a variety of administrative responsibilities to support the team and enhance productivity. The Office Assistant is often the first point of contact for clients and visitors, making a professional demeanor and excellent communication skills paramount. From organizing files to ensuring office supplies are fully stocked, this role requires attention to detail and a proactive approach. The Office Assistant must be adept at using various office software, managing schedules, and coordinating office activities to maintain a well-functioning office.

Responsibilities

• Greet and welcome visitors with a professional and friendly attitude.
• Manage incoming calls, emails, and correspondence, distributing them to appropriate staff.
• Maintain and update office calendars and assist in coordinating schedules.
• Organize and maintain office files, documents, and records both physically and digitally.
• Order and maintain inventory of office supplies and ensure proper functionality of equipment.
• Support the preparation of meetings by setting up rooms, equipment, and materials.
• Assist with data entry, document preparation, and various reporting tasks as needed.
• Coordinate travel arrangements and itineraries for staff when required.
• Provide general administrative support to various departments as needed.
• Monitor and delegate tasks on behalf of the management team as necessary.
• Assist in event planning and coordination for company events and meetings.
• Ensure the office environment is clean, organized, and welcoming for all visitors.

Requirements

• A high school diploma or equivalent educational qualification is required.
• Prior experience in an administrative or office assistant role is preferred.
• Proficiency in Microsoft Office Suite, including Word, Excel, and Outlook.
• Excellent written and verbal communication skills are essential.
• Strong organizational skills with a keen attention to detail are necessary.
• Ability to multitask and prioritize tasks efficiently in a fast-paced environment.
• Dependable, punctual with a professional appearance and demeanor.
• Basic knowledge of office management systems and procedures is advantageous.
• Customer service orientation with proactive problem-solving capabilities.