Office Assistant Job Profile and Description
The Office Assistant performs a wide range of responsibilities that are covered by their maximum qualifications and competencies. The office assistance conducts a myriad of office support and administrative functions in the designated area. Their specific tasks depend greatly upon the individual policies of the institution that they have signed up with. Office assistants are expected to have good people skills and must have adequate knowledge in operating various commonly used office equipments and electronic media.
Duties and Responsibilities
Generally, the scope of the duties and responsibilities of the office assistant are as follows:
- Receive and direct telephone calls and relay conversation and pertinent messages to others while maintaining accuracy, clarity and confidentiality.
- Perform primary contact and establish rapport with clients, visitors and people going in and out of the institution on a daily basis.
- Entertain and answer basic queries made by the clients pertaining to the services provided by the institution, its mission and vision and its rules and regulations.
- Create appointment schedules for the clients.
- Ensuring the comfort and seeing to the needs of the clients, visitors and people dropping by the institution.
- Assess the various needs and purposes of the clients and direct them to the proper sources in order to address their concerns.
- Receive, obtain and store pertinent client information and ensure validity, completeness, accuracy and confidentiality of these records.
- Maintain records and keep track of the institution’s supplies and the purchases made.
- Prepare a written output on the transactions, purchases and other pertinent incidents that have transpired throughout the day.
- Ensure the proper filing of pertinent documents.
- Plan, coordinate and organize various meetings and conferences within the department.
- Function as the receiver of official documents and important mail addressed to the office.
- Perform active participation in meetings and conferences and take down relevant notes during the process.
- Serve as the provider of informal guidance and conduct training to new employees and conduct close monitoring on the employees’ productivity and progress.
- Ensure that all office personnel and colleagues adhere closely to the rules and regulations of the institution.