Office Associate (225-702)

An Office Associate plays a critical role in ensuring that the daily administrative operations of an organization run smoothly. This multifaceted position requires a keen attention to detail, excellent organizational skills, and the ability to handle multiple tasks efficiently. Office Associates are often the first point of contact for clients and customers, making communication skills paramount. They support office operations by providing clerical tasks, managing office supplies, and assisting both staff and management in various activities. Their contributions help create a productive work environment and enable other team members to focus on their core responsibilities without disruptions. An Office Associate effectively bridges gaps between departments and ensures that information flows seamlessly, maintaining effectiveness and efficiency within the office.

Responsibilities

• Coordinate and organize office activities to ensure efficient workflow and productivity.
• Maintain confidential files and records with a high degree of accuracy and security.
• Provide administrative support to managers and staff to facilitate their daily functions.
• Manage office supplies inventory and place orders when necessary to prevent shortages.
• Schedule and arrange meetings, conferences, and appointments for office personnel.
• Create and distribute email, correspondence memos, letters, faxes, and forms promptly.
• Act as a liaison between departments to ensure effective communication and coordination.
• Handle incoming calls and direct them to the appropriate department or individual efficiently.
• Greet and assist visitors, providing them with detailed information when required.
• Prepare reports and presentations with statistical data as assigned by supervisors.
• Ensure office equipment is maintained appropriately and arrange for repairs when needed.
• Assist in the preparation and dissemination of office-wide notifications and announcements.

Requirements

• Proven experience as an Office Associate or in a similar administrative role.
• Proficiency in office management software, including Microsoft Office Suite and databases.
• Excellent organizational skills with the ability to multitask and meet deadlines.
• Strong communication and interpersonal skills for effective collaboration and interaction.
• Basic understanding of office equipment operation and troubleshooting when needed.
• High school diploma required; additional qualifications in Office Administration are a plus.
• Ability to maintain confidentiality and handle sensitive information discreetly.