Job Summary:
The Office Assistant provides administrative and clerical support to ensure the efficient operation of the office. This role involves handling a variety of tasks, including answering phones, managing correspondence, organising files, and assisting staff with day-to-day operations. The ideal candidate is organised, detail-oriented, and capable of multitasking in a fast-paced environment.
Key Responsibilities:
- Administrative Support:
- Answer and direct phone calls, take messages, and respond to inquiries.
- Greet visitors and direct them appropriately.
- Manage incoming and outgoing mail, emails, and faxes.
- Schedule appointments, meetings, and maintain calendars.
- Assist in preparing reports, presentations, and spreadsheets.
- Data & File Management:
- Maintain and organise physical and digital filing systems.
- Update databases, records, and spreadsheets accurately.
- Assist with data entry and document processing.
- Office Operations:
- Order and maintain office supplies and equipment.
- Coordinate with vendors and service providers as needed.
- Assist in setting up meetings, including arranging refreshments and equipment.
- Team Support:
- Assist colleagues with administrative tasks as needed.
- Help onboard new employees by preparing workspaces and materials.
- Support HR with basic personnel documentation.
Qualifications & Skills:
- Education: High school diploma or equivalent (Associate’s degree in Business Administration or related field preferred).
- Experience: 1+ years in an administrative or office support role (entry-level candidates with strong skills may be considered).
- Technical Skills: Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).
- Soft Skills:
- Strong verbal and written communication.
- Excellent organisational and time-management abilities.
- Ability to work independently and as part of a team.
- Professional demeanour and customer service orientation.
