Office Assistant

Role Overview – Office Assistant

We are seeking a dedicated and detail-oriented Office Assistant to join our team and support the daily administrative operations of our office. The ideal candidate will possess strong organizational skills, excellent communication abilities, and a proactive approach to problem-solving. This role is essential in ensuring a smooth and efficient office environment.

Key Responsibilities:

1. Administrative Support:

• Perform general clerical duties, including filing, data entry, and document preparation such as memo, letters etc.
• Assist in managing and organizing office documents, both physical and electronic.

2. Communication Management:

• Greet visitors and manage incoming calls, directing them to the appropriate personnel.
• Respond to emails and inquiries in a timely and professional manner.
• Facilitate communication between departments and assist with inter-office coordination.

3. Scheduling and Coordination:

• Assist in scheduling meetings, appointments, and travel arrangements for staff & Management.
• Maintain calendars and ensure all relevant parties are informed of upcoming events.
• Coordinate logistics for meetings, including room bookings, catering, and equipment setup etc.

4. Office Supplies and Inventory Management:

• Monitor and maintain office supplies inventory, placing orders as necessary.
• Ensure that office equipment is well-maintained and operational, coordinating repairs as needed.
• Organize and maintain storage areas to ensure a tidy and efficient workspace.

5. Support for Team Projects:

• Assist team members with various administrative tasks and projects, providing support as needed.
• Participate in team meetings and contribute ideas for improving office processes and efficiency.
• Help with special projects and initiatives as directed by management.

6. Customer Service:

• Provide excellent customer service to clients and visitors, ensuring a welcoming and professional atmosphere.
• Address customer inquiries and concerns promptly and effectively.

7. ⁠Communication and Coordination:
– Serve as the primary point of contact for internal and external communications, including managing correspondence and inquiries.
– Liaise with vendors and service providers to ensure smooth administration operations

8. Facility Management:

• Ensure the office environment is safe, clean, and well-maintained.
• Oversee maintenance and repairs of office equipment and facilities.
• Implement health and safety protocols in compliance with regulations.

Qualifications:

• ⁠Bachelor’s degree in Business Administration, Management, or a related field preferred.
• ⁠Proven experience as an office manager or in a similar administrative role (2+ years preferred).
• ⁠Strong proficiency in Google Workspace (Drive, Sheets, Docs, Slides, Forms, Meet, etc.) and office management software.
• Excellent organizational and multitasking skills with attention to detail.
• Strong interpersonal and communication skills, both written and verbal.
• ⁠Ability to work independently and collaboratively in a fast-paced environment.