Office Assistant

Office Assistant

Job Overview: We are seeking a reliable and proactive Office Assistant to ensure the smooth operation of our head office. The ideal candidate will be responsible for maintaining a clean and organized office environment, supporting various departments with administrative tasks.

Key Responsibilities

1. Front Desk Duties:
   • Greet and assist visitors in a professional and friendly manner.
   • Manage incoming calls, direct them to the appropriate person or department, and take messages as needed.
   • Handle incoming and outgoing mail, packages, and courier services.
2. Office Assistance:
   • Assist in setting up meeting rooms and preparing them for scheduled events or gatherings.
   • Help in arranging office furniture as needed.
   • Monitor and restock office supplies, such as stationery, pantry items, and toiletries.
   • Update appointment calendars and schedule meetings/appointments.
3. Errands and Deliveries:
   • Run office-related errands, such as purchasing supplies or delivering documents.
   • Maintain supplies inventory by checking stock, anticipating needed supplies, placing and expediting orders for supplies, verifying receipt of supplies, and ensuring timely replenishment.
   • Handle incoming and outgoing mail, packages, and other deliveries.
4. Cleaning and Maintenance:
   • Perform daily cleaning tasks, including mopping, dusting, and sanitizing all areas of the office.
   • Maintain cleanliness in all office areas, including workstations, common spaces, and the pantry.
   • Ensure restrooms are clean, well‑stocked, and maintained throughout the day, including replenishing toiletries, hand soap, tissues, and air fresheners as needed, with all work documented and submitted as a checklist of tasks completed.
   • Dispose of waste properly and ensure trash bins are emptied regularly.
   • Report any maintenance issue to the Facility Management team.
5. Support to Various Departments:
   • Provide assistance to different departments with basic administrative tasks such as filing, photocopying, collating, printing and other adhoc tasks as assigned.
   • Collaborate with colleagues to ensure a smooth and efficient workflow.
   • Ensure strict confidentiality of sensitive information and documents at all times.

Attributes

• Punctual and reliable.
• Attention to detail in cleaning and organizational tasks.
• Initiative to identify and address areas that need cleaning or improvement.
• Professional and courteous demeanor.

Qualifications

• Minimum High School diploma or equivalent.
• Proven experience in a similar role will be an added advantage.
• Ability to prioritize tasks and manage time effectively.
• Good communication and interpersonal skills.
• Physical stamina and ability to lift and move moderate weights.
• Ability to multitask and work independently.