Office Assistant 04N25

An Office Assistant plays an essential role in the smooth operation of any office setting, providing critical support to ensure that administrative tasks are efficiently handled. The position typically involves multitasking across various duties to aid the office staff, such as handling communications, managing files, and arranging schedules. An Office Assistant is often the first point of contact for clients and customers, requiring excellent communication skills and a friendly demeanor. They contribute to an organized, efficient workplace by maintaining records, managing supplies, and overseeing general office operations. This role is ideal for detail-oriented individuals who thrive in a supportive role and enjoy a dynamic work environment.

Responsibilities

• Greet clients and visitors with a positive and helpful attitude.
• Answer, screen, and forward incoming phone calls as necessary.
• Assist in the preparation of meetings, conferences, and conference telephone calls.
• Maintain essential office supplies by monitoring inventory and ordering new supplies as needed.
• Assist colleagues with queries and administrative requests as part of the team.
• Perform general clerical duties including photocopying, faxing, mailing, and filing.
• Update and maintain office policies and procedures to ensure efficiency and compliance.
• Handle and distribute incoming and outgoing mail and packages daily.
• Coordinate schedules, appointments, and meetings with internal and external parties.
• Prepare and edit correspondence, communications, presentations, and other documents.
• Assist in maintaining office common areas for cleanliness and professional appearance.
• Perform data entry and maintain accurate and up-to-date records and databases.

Requirements

• High school diploma or equivalent qualification is required for this position.
• Previous office or admin experience is preferred, but not mandatory.
• Proficient in Microsoft Office Suite applications like Word, Excel, and Outlook.
• Excellent communication skills, both written and verbal, are essential.
• Strong organizational and time management skills to handle multitasking duties.
• Professional demeanor and positive attitude towards clients and colleagues.
• Ability to maintain confidentiality and exercise discretion in dealing with sensitive information.