Office Assistant

Responsibilities:

• Welcoming Visitors: Greet guests, clients, and vendors in a friendly and professional manner, directing them to the appropriate person or office. 
• Managing Phone Calls: Answer, screen, and transfer incoming phone calls, taking messages accurately and promptly. 
• Maintaining Reception Area: Ensure the reception area is clean, organized, and well-maintained, providing a welcoming environment for visitors. 
• Administrative Support: Perform various administrative tasks, including data entry, filing, and preparing documents. 
• Office Management: Event Coordination: Planning and coordinating events and speaking engagements.
• Research: Conducting research on behalf of the employer.
• Collating and filing business expenses.
• Errand Running: Handling personal or professional errands.
• Project Coordination: Assisting with project management and task completion. 
• Manage office supplies, order replacements as needed, and maintain office equipment. 
• Scheduling: Schedule meetings, appointments, and travel arrangements as needed. 
• Maintain calendars and schedule appointments for staff and clients.
• Communication: Provide information to visitors, answer inquiries, and handle customer service issues. 
• Mail and Delivery Management: Receive, sort, and distribute incoming mail and packages. 
• Customer Service: Handle customer inquiries, resolve complaints, and ensure a positive customer experience. 
• Office Security: Maintain visitor logs, issue badges, and follow security protocols. 
• Administrative Tasks: Perform tasks like data entry, filing, and preparing documents for meetings.
• Technology: Operate office equipment, including fax machines, printers, and computers. 
• Specialized Roles: Some receptionists may also be responsible for payroll, invoicing, or other financial tasks. 

Requirements:

• Excellent communication skills (verbal and written)
• Strong organizational and multitasking abilities
• Ability to handle sensitive information with confidentiality
• Positive attitude and professional appearance
• Problem-solving skills
• Team player 

Skills:

• Strong organizational skills: Essential for managing multiple tasks and priorities.
• Excellent communication skills: Proficient in both written and verbal communication.
• Attention to detail: Ensuring accuracy and thoroughness in all tasks.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
• Problem-solving skills: Identifying and resolving issues proactively.
• Time management skills: Prioritizing tasks and meeting deadlines.
• Ability to work independently: Managing tasks with minimal supervision.
• High level of discretion and confidentiality: 
• Handling sensitive information with professionalism.
• Excellent interpersonal skills: Building rapport with colleagues and clients.