Office Assistant (225-912)

The Office Assistant plays a crucial role in ensuring the smooth and efficient operation of an office environment. This position involves performing a variety of administrative tasks ranging from managing communications, organizing documents, and coordinating schedules. The Office Assistant acts as a support system for other staff members and is a key player in maintaining a positive and productive work environment. The ideal candidate should be well-organized, detail-oriented, and possess excellent communication skills to handle interactions both within and outside the organization. An Office Assistant must be adaptable, ready to take on new tasks as required, and capable of handling multiple responsibilities simultaneously to ensure that the office runs smoothly and efficiently.

Responsibilities

• Answer and direct phone calls efficiently and professionally to the appropriate department.
• Organize and schedule meetings, appointments, and managing meeting room bookings as needed.
• Maintain a filing system both manual and electronic for easy retrieval of information.
• Order and manage office supplies, ensuring that necessary resources are stocked.
• Greet and assist visitors to the office in a friendly and professional manner.
• Coordinate incoming and outgoing mail and courier services timely and accurately.
• Assist in the preparation of regularly scheduled reports, ensuring data accuracy.
• Provide general support and assistance to other administrative staff as required.
• Monitor and update office policies and procedures for efficiency improvements.
• Prepare correspondence, memos, and forms as needed to facilitate office communication.
• Contribute to team efforts by accomplishing related results as required professionally.
• Ensure the office environment remains tidy, organized, and conducive to work.

Requirements

• High school diploma or equivalent qualification recognized for this role.
• Proven experience as an office assistant or in another relevant administrative role.
• Excellent organizational and time management skills to prioritize tasks effectively.
• Strong verbal and written communication skills for effective office interaction.
• Proficiency in MS Office or equivalent office software applications necessary.
• Ability to multitask and prioritize work under pressure without compromising quality.
• Proactive problem-solving skills with attention to detail and accuracy.