Office Assistant Needed

Mar 4, 2021 General

We are seeking a highly organized and responsible office assistant to join our growing organization. In this position, you will perform clerical tasks, answer phones, and sort mail. Other duties will include assisting office managers and executives with preparing documents, organizing files, managing existing documents, and generally keeping the office organized, tidy, and running smoothly.

Office Assistant Duties and Responsibilities

  • 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, luncheons, and employee team building activities or special projects
  • Help prepare reports, presentations, and data
  • Manage and maintain files, records, and correspondence for meetings
  • Type documents, drafts, and reports
  • Arrange schedules for meeting space and conference rooms
  • Assist with travel and expense reports
  • Update staff calendars and organize schedules
  • Prepare information and research for executive needs
  • Oversee mail deliveries, packages, and couriers
  • Purchase, track, and invoice office supplies for each department
  • Set up, break down, organize, and maintain conference rooms, training rooms, and meeting rooms
  • Arrange itineraries and executive correspondence

Office Assistant Requirements and Qualifications

  • High school diploma or equivalent; associate’s or bachelor’s degree preferred
  • Prior experience handling office responsibilities, experience in customer service, or related field
  • Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, and Excel); scheduling appointments/updating calendars
  • Excellent written and verbal communication skills
  • Highly organized multitasker who works well in a fast-paced environment
  • Willingness to learn and to grow with the company

Other Responsibilities and Duties

  • Monitor guests and inform appropriate employee regarding guest requests for department.
  • 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.
  • Administer and distribute all magazines, newspapers and journals to appropriate staff or library.
  • Work with vendors to repair equipment, maintain building and perform HVAC adjustments or light replacements.
  • Monitor all incoming faxes and mail and distribute it to appropriate person, compile outgoing mail and involve messengers for mail distribution to external agencies.
  • 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.
  • Collaborate with Office Operations Manager to carry out front desk procedures and maintain phone system manual.
  • Prepare schedule for front desk relief team and use conference room for various listed purposes.
  • Ensure neat and clean front office area maintain effective environment both employees and customers.
  • Maintain all office equipments 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 .
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