Office Assistant

The Office Assistant supports the daily operations of the office by performing various administrative and clerical tasks. The role involves handling routine tasks to ensure the office runs smoothly and efficiently. This position requires strong organizational skills, attention to detail, and the ability to manage multiple tasks simultaneously.

Key Responsibilities:

Administrative Support:

• Greet and assist visitors, clients, and staff in a courteous and professional manner.
• Answer, screen, and direct phone calls, take messages, and respond to inquiries.
• Schedule and coordinate meetings, appointments, and travel arrangements for staff.
• Prepare and edit correspondence, reports, memos, and emails.
• Assist in the preparation of regularly scheduled reports and presentations.
• Manage incoming and outgoing mail and packages.

Office Maintenance:

• Maintain office supplies inventory by checking stock and placing orders when necessary.
• Ensure the office environment is clean, organized, and well-maintained.
• Coordinate with building management for any maintenance or repair issues.
• Monitor and manage office equipment and facilities.

Data Management:

• Enter data into databases and ensure data accuracy and integrity.
• Maintain and update filing systems for physical and electronic documents.
• Assist with data analysis and create presentations based on findings.

Customer Service:

• Provide excellent customer service to clients, visitors, and staff.
• Address and resolve customer inquiries and complaints promptly and professionally.

Other Duties:

• Assist with special projects and tasks as assigned by the Office Manager.
• Support other departments as needed.

Qualifications:

• High school diploma or equivalent; additional qualifications as an Administrative Assistant or Office Assistant will be a plus.
• Proven experience as an office assistant or in another relevant administrative role.
• Proficiency in MS Office (MS Excel, MS Word, and MS PowerPoint) and office management software.
• Excellent time management skills and ability to prioritize work.
• Strong organizational and planning skills.
• Attention to detail and problem-solving skills.
• Excellent written and verbal communication skills.
• Ability to work independently and as part of a team.