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.