Office Assistant

Responsibilities:

Administrative Support:

• Perform general administrative and clerical duties.
• Answer, screen and direct incoming phone calls professionally.
• Receive and welcome visitors, clients and vendors.
• Manage incoming and outgoing mail, courier services and deliveries.
• Assist in drafting routine correspondence, notices and meeting documents.
• Assist in filing, organizing, and maintaining both physical and electronic records.
• Maintain confidentiality of company information and documents.
• Receive, sort, and distribute incoming mail and deliveries.

Office Operations:

• Monitor office supplies inventory and inform the secretary to place orders when necessary.
• Ensure office equipment is functioning properly and arrange repairs or maintenance with the secretary when required.
• Keep the office clean, organized and presentable.

Record Management:

• Maintain accurate filing systems and databases.
• Assist in updating employee records as needed.
• Assist in preparing reports and maintaining office documentation.
• Archive documents according to company procedures.

Customer Service:

• Respond to inquiries from clients, visitors and staff.
• Provide accurate information regarding company services and procedures.
• Handle requests professionally and escalate issues when necessary.

Coordination and Support:

• Support departments with administrative tasks.
• Assist in organizing company meetings, events, and training sessions.
• Coordinate with vendors and service providers.

Compliance and Safety:

• Follow company policies and procedures.
• Ensure compliance with workplace health and safety regulations.
• Maintain confidentiality and data protection standards.

Required Qualifications:

• Bachelor's degree.
• Previous experience in an administrative or office support role is preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Familiarity with office equipment such as printers, scanners and photocopiers.

Required Skills and Competencies:

• Excellent verbal and written communication skills.
• Strong organizational and time management abilities.
• Good interpersonal and customer service skills.
• Attention to detail and accuracy.
• Ability to prioritize multiple tasks and meet deadlines.
• Problem-solving and critical-thinking skills.
• Ability to work independently and as part of a team.
• Professional appearance and positive attitude.
• Basic computer and data entry skills.
• Ability to maintain confidentiality.

Preferred Qualifications:

• Experience with office management software or ERP systems.
• Basic bookkeeping or accounting knowledge.
• Experience in records management.
• Knowledge of document management systems.

Working Conditions:

• Primarily office-based.
• Standard working hours, with occasional overtime as required.
• Frequent use of computers, office equipment and telephone.
• May involve standing, walking, lifting office supplies and filing documents.

Key Performance Indicators (KPIs):

• Accuracy and timeliness of administrative tasks.
• Quality of document and record management.
• Responsiveness to internal and external inquiries.
• Efficient office supply management.
• Meeting scheduling accuracy.
• Customer satisfaction with administrative support.
• Compliance with company procedures and deadlines.
• Reliability, attendance and professionalism.

Personal Attributes:

• Honest and trustworthy.
• Dependable and punctual.
• Self-motivated.
• Adaptable and flexible.
• Positive attitude.
• Strong work ethic.
• Team-oriented.
• Professional and courteous.
• Willingness to learn and improve continuously.