Back Office Assistant Job Profile and Description
The duties of a back office assistant are varied and many, depending on the type of back office he/she works on. Usual back office work includes IT and technical support services, accounting, and human resources. The back office assistant provides administrative support to the back office manager. General duties include clerical work, secretarial services, and personal assistant to the manager.
Duties and Responsibilities
- Answer calls routed to the back office and transfer to appropriate staff member, sign for and distribute delivered packages, and coordinate and maintain records for staff office space, phones, parking, company credit cards and office keys.
- Perform general clerical duties to include but not limited to: photocopying, faxing, emailing, reviewing and editing of documents, filing and record keeping.
- Research prices and purchase office furniture and supplies, collect and maintain PC inventory, manage all other back office equipments and supplies as needed.
- Schedule equipment usage, and monitor all back office equipment and ensure everything is in perfect working order, and serve as liaison with service personnel when and if ever repairs are needed.
- Setup and coordinate meetings and conferences, maintain and distribute staff weekly schedules, and support staff in assigned project based work.
- Assist in the hiring and interviewing of prospective applicants, provide office orientation for new employees and staff, facilitate training of new hires, and assist in the management of back office personnel.
- Type various correspondence and reports from rough draft and compiled data, research and gather materials, assemble reports, and maintain and retrieve database information.
- Coordinate appointments and meetings of clients and visitors by setting up their accommodation and entertainment arrangements, assist with special events and provide information for policies and procedures.
- Perform managerial functions when the back office manager is absent. This includes assigning tasks and responsibilities, managing personnel, and keeping track of back office records and employees.
- Assist the manager in the evaluation of back office staff and employee, manage personnel relationships, and serve as liaison in personnel disciplinary actions including suspension and termination.
Ensure quality of work of the back office department by reviewing all work submitted by each staff member and by implementing quality controls and procedures, and analyzing protocols and advising the manager on appropriate changes needed.