Office Assistant

Office Assistant & Receptionist

Job Summary

The Office Assistant & Receptionist is responsible for providing administrative support while serving as the first point of contact for visitors, clients, and employees. This role ensures the smooth day-to-day operation of the office by managing reception duties, handling correspondence, maintaining records, and supporting various administrative functions.

Key ResponsibilitiesReception Duties

• Welcome and assist visitors, clients, and vendors in a professional manner.
• Answer, screen, and direct incoming phone calls.
• Manage the reception area, ensuring it remains clean, organized, and presentable.
• Handle incoming and outgoing mail, courier services, and deliveries.
• Schedule appointments and manage meeting room bookings.

Office Operations

• Monitor and replenish office supplies and pantry items.
• Coordinate with vendors and service providers for office maintenance and repairs.
• Support travel arrangements, meeting coordination, and event planning.
• Assist with photocopying, scanning, printing, and document distribution.
• Ensure office equipment is functioning properly and report maintenance issues.

Communication & Coordination

• Respond to emails and general inquiries promptly and professionally.
• Coordinate communication between departments and external stakeholders.
• Assist HR with onboarding documentation and employee records when required.
• Support finance or procurement teams with basic administrative tasks, such as processing invoices or purchase requests.

Qualifications

• Previous experience in reception, customer service, or office administration preferred.
• Proficiency in Microsoft Office (Word, Excel, Outlook, and PowerPoint).
• Familiarity with office equipment such as printers, scanners, and telephone systems.

Skills & Competencies

• Excellent verbal and written communication skills.
• Strong organizational and time-management abilities.
• Professional appearance and positive attitude.
• Customer service-oriented with strong interpersonal skills.
• Ability to multitask and prioritize work effectively.
• Attention to detail and accuracy.
• Basic problem-solving skills.
• Ability to maintain confidentiality and professionalism.

Working Conditions

• Full-time office-based position.
• Standard working hours, with occasional overtime if required.
• Frequent interaction with visitors, clients, and employees.

Job Types: Full-time, Permanent

Work Location: In person