Office Assistant

Job Summary

The Office Assistant is responsible for handling incoming phone calls and other communications, greeting clients and visitors, as well as managing files, updating paperwork and other documents, and performing other general office duties and tasks.

Job Roles & Responsibilities

Provide administrative support to ensure efficient office operations.

Answer phone calls, taking messages, and redirecting calls to appropriate staff.

Manage incoming and outgoing correspondence, including emails and postal mail.

Organize and schedule appointments, meetings, and events.

Maintain office filing systems and databases, both electronic and physical.

Assist in the preparation of documents, reports, and presentations.

Handle office supplies inventory and ordering replenishments as needed.

Greet and assist visitors, ensuring they are directed to the appropriate person or department.

Assist with basic bookkeeping tasks, such as data entry and invoice processing.

Coordinate travel arrangements and accommodations for staff members.

Perform general clerical tasks, such as photocopying, scanning, and faxing documents.

Ensure office areas are tidy and organized, including common areas and meeting rooms.

Collaborate with colleagues and supporting team projects as required.

Uphold confidentiality and discretion in handling sensitive information.

Additional Job Roles & Responsibilities

Additional Responsibilities 3

Job Knowledge

Understanding of standard office procedures and policies related to administrative tasks, including filing systems, data entry protocols, and office etiquette.

Proficiency in using common office software such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with other relevant software and tools for tasks like data entry, scheduling, and document management.

Strong verbal and written communication skills to interact professionally with colleagues, clients, and visitors.

Ability to prioritize tasks, manage time effectively, and maintain attention to detail amidst multiple demands and deadlines.

Organizational skills are crucial for maintaining efficient workflows and managing administrative responsibilities.

Basic understanding of customer service principles and the ability to provide friendly, helpful assistance to internal and external stakeholders.

ERP knowledge preferably SAP functional skills are a requirement to be successful in this role.

Job Experience

Minimum 2 year(s) working experience, 1 year relevant working experience, 1 year GCC is a plus

Competencies

Education