Office Assistance

Job Summary:

The Office Assistant will provide administrative support to ensure efficient operation of the office. You will support managers, employees, and visitors through a variety of tasks related to organization and communication. The ideal candidate will be resourceful, a good problem solver, and organized. Ensuring the smooth running of the office and contributing to driving sustainable growth will be among your responsibilities.

Key Responsibilities:

• Administrative Support: Handle office tasks such as filing, generating reports and presentations, setting up for meetings, and reordering supplies.
• Communication: Answer and direct phone calls, respond to emails, and communicate with clients and vendors.
• Scheduling: Assist in scheduling appointments and meetings, and maintain calendars for upper management.
• Data Entry: Enter and update data in databases, ensuring accuracy and confidentiality.
• Documentation: Prepare and edit correspondence, communications, presentations, and other documents.
• Office Management: Maintain office supplies inventory by checking stock to determine inventory level, anticipating needed supplies, and placing orders.
• Support Team Members: Provide information by answering questions and requests from co-workers and clients.
• Office Environment: Ensure that the office is clean, organized, and ready for work each day.
• Mail Handling: Receive, sort, and distribute incoming mail and prepare outgoing mail.
• Customer Service: Greet and assist visitors to the office, ensuring a welcoming and professional atmosphere.
• Special Projects: Assist with various projects as needed, often working closely with management or other departments.

Qualifications:

• Education: High school diploma or equivalent; college degree preferred.
• Experience: Previous office administration or relevant experience is preferred.
• Skills:
  • Proficient in MS Office (Word, Excel, PowerPoint, Outlook)
  • Strong organizational and planning skills
  • Excellent written and verbal communication skills
  • Attention to detail and problem-solving skills
  • Ability to prioritize tasks and work independently
  • Familiarity with office equipment (e.g., printers, fax machines, and scanners)
• Personal Attributes: Professional demeanor, positive attitude, and a team player.