Office Assistant

Job Description

ABOUT JOB

The Office Assistant provides day-to-day administrative and operational support to help the office run smoothly, professionally, and efficiently. This role serves as a key point of contact for employees, visitors, vendors, and customers while supporting scheduling, communications, recordkeeping, supplies, and general office organization.

Key Responsibilities

• Greet visitors, customers, vendors, and employees in a friendly and professional manner.
• Answer, screen, and route incoming phone calls, emails, and general inquiries.
• Manage calendars, appointments, meetings, conference rooms, and scheduling requests.
• Prepare, organize, scan, copy, print, file, and distribute documents.
• Enter and update information in company databases, spreadsheets, and internal systems.
• Draft and format letters, memos, reports, forms, emails, and other business documents.
• Receive, sort, distribute, and prepare incoming and outgoing mail and packages.
• Monitor office supply inventory and place approved orders as needed.
• Maintain cleanliness and organization of reception areas, meeting rooms, supply areas, and shared office spaces.
• Assist with onboarding new employees by preparing workspaces, documents, supplies, and orientation materials.
• Coordinate with vendors and service providers for office maintenance, deliveries, repairs, and routine services.
• Assist with invoices, purchase orders, receipts, expense documentation, and basic administrative recordkeeping.
• Support management and staff with special projects, reports, presentations, meetings, and administrative assignments.
• Schedule and coordinate meetings, including preparing agendas, materials, refreshments, and meeting spaces when required.
• Take meeting notes or minutes and distribute follow-up information when requested.
• Maintain employee, customer, vendor, and company records according to established procedures.
• Handle sensitive and confidential information with appropriate discretion.
• Assist with travel arrangements, reservations, and itineraries when required.
• Track administrative deadlines, appointments, renewals, deliveries, and follow-up items.
• Help maintain office equipment and report equipment, technology, maintenance, or facility issues.
• Follow company procedures related to workplace safety, security, visitor access, confidentiality, and emergency preparedness.
• Provide backup administrative coverage for reception or other office functions when needed.
• Communicate professionally with internal departments and external contacts.
• Identify routine office problems and escalate urgent, confidential, safety-related, financial, HR, legal, or security matters to the appropriate supervisor.
• Perform other administrative duties and related responsibilities as assigned.

Qualifications

• High school diploma or equivalent required; additional administrative or business training preferred.
• Previous office, administrative, receptionist, customer service, or clerical experience preferred.
• Strong verbal and written communication skills.
• Strong organizational and time-management skills.
• Ability to prioritize multiple assignments and meet deadlines.
• Attention to detail and commitment to accurate recordkeeping.
• Ability to maintain confidentiality and exercise professional judgment.
• Comfortable using computers, email, calendars, word-processing programs, spreadsheets, printers, scanners, and standard office equipment.
• Ability to work independently while also contributing effectively as part of a team.
• Professional, dependable, courteous, and service-oriented approach.

Key Competencies

• Organization and attention to detail
• Professional communication
• Reliability and punctuality
• Customer service
• Confidentiality and discretion
• Problem-solving
• Teamwork and collaboration
• Adaptability
• Initiative
• Time management
• Accuracy

Are you interested in this position?

Apply by clicking on the “Apply Now” button below!

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