Office Assistant

Job Description: An office assistant is a vital administrative professional who provides support to ensure the smooth and efficient operation of an office. This role is often the first point of contact for clients and visitors and requires strong organizational, communication, and multitasking skills. The ideal candidate is a proactive and reliable individual who can handle a variety of administrative and clerical tasks with a high degree of attention to detail and professionalism. Roles & Responsibilities Administrative Support: Provide comprehensive administrative and clerical support to managers, staff, and various departments. Front Desk Management: Serve as the main point of contact for the office, including greeting visitors, answering phone calls, and managing general inquiries. Communication Management: Handle incoming and outgoing correspondence, including sorting and distributing mail, managing general email inboxes, and preparing memos and other documents. Record Keeping: Maintain and organize both physical and digital filing systems to ensure easy retrieval of documents Scheduling and Coordination: Assist with scheduling and coordinating meetings, appointments, and travel arrangements for staff. Supply Management: Monitor and maintain inventory of office supplies and place orders as needed to ensure the office is well-stocked. Office Maintenance: Help to maintain the cleanliness and organization of common office areas, such as the reception area, conference rooms, and kitchen. Data Entry: Perform data entry, update databases, and prepare reports and presentations as required. Operational Support: Assist in general office errands and support special projects or events as assigned. Confidentiality: Handle confidential information with discretion and professionalism. Key Tasks Answering and directing incoming phone calls. Greeting and directing visitors in a professional and friendly manner. Managing calendars and scheduling appointments and meetings. Drafting, editing, and proofreading documents, reports, and presentations. Maintaining a tidy and organized workspace. Ordering, stocking, and distributing office supplies. Handling incoming and outgoing mail, packages, and deliveries. Filing, scanning, and photocopying documents. Assisting with basic bookkeeping tasks, such as tracking expenses. Setting up meeting rooms and ensuring necessary equipment is available. Coordinating with vendors and service providers. Assisting with new employee onboarding by preparing materials and workspaces. Handling clerical duties and errands as assigned.