Office Services Assistant

Talentmate

As an Office Services Assistant, you will play a crucial role in ensuring the smooth, efficient, and organized daily operations of our office. You will be responsible for providing comprehensive support to both office staff and management, facilitating a professional and positive work environment. Your role involves a variety of tasks including administrative duties, coordinating office activities, and acting as a point of contact for both internal and external communications. You must exhibit strong organizational skills, attention to detail, and a proactive approach to problem-solving. Whether handling inquiries, managing schedules, or ensuring the office supplies are fully stocked, you will be an integral part of maintaining a productive office atmosphere.

Responsibilities

• Coordinate and manage schedules, appointments, and meetings for office staff and management.
• Maintain office organization by overseeing filing systems and records management.
• Serve as the initial point of contact for phone inquiries and visitors to the office.
• Assist in planning and executing office events and meetings, ensuring logistical efficiency.
• Handle the intake and distribution of office correspondence and deliveries.
• Monitor and order office supplies, ensuring sufficient stock and replenishment when needed.
• Support the team by creating and maintaining documents, spreadsheets, and presentations as required.
• Collaborate with vendors and service providers to maintain office equipment and facilities.
• Prepare daily reports and submit them to supervisors for review and further action.
• Implement and uphold office policies and procedures to ensure administrative efficiency.
• Manage and update office databases, maintaining accuracy and confidentiality of information.
• Assist in onboarding new staff and facilitate their orientation in office protocols.

Requirements

• High school diploma or equivalent qualification; higher education is a plus.
• Previous experience in office administration or related fields is preferred.
• Exceptional organizational skills and ability to multitask efficiently.
• Excellent communication skills, both written and verbal, are essential.
• Proficiency in office suites such as Microsoft Office or Google Workspace.
• Strong interpersonal skills and the ability to work collaboratively in a team.
• Ability to maintain confidentiality and handle sensitive information appropriately.