Office Assistant

• Office Assistant – Roles & Responsibilities1. Administrative SupportHandle day-to-day office administrative activities.
• Maintain office files, documents, records, and registers.
• Prepare, organize, scan, photocopy, and file documents as required.
• Manage incoming and outgoing correspondence.
• Assist staff with routine administrative requirements.

2. Office & Facility ManagementEnsure the office is clean, organized, and well-maintained.

• Monitor office supplies, stationery, and pantry requirements.
• Maintain inventory of office equipment and supplies.
• Coordinate with housekeeping, maintenance, security, and other service providers.
• Report maintenance issues and follow up for timely resolution.

3. Visitor & Front Desk SupportWelcome and guide visitors, candidates, clients, and vendors.

• Handle basic reception and front-desk responsibilities when required.
• Receive and direct phone calls and messages.
• Maintain visitor records and coordinate visitor appointments.

4. Communication & CoordinationCoordinate with internal teams for routine office requirements.

• Handle courier and postal services, including receiving and dispatching documents.
• Coordinate with vendors and suppliers for office-related requirements.
• Follow up on administrative tasks assigned by management.

5. Documentation & Data EntryEnter and update information in Excel, Word, or internal systems.

• Maintain accurate records and databases.
• Prepare basic reports, lists, statements, and trackers.
• Ensure documents are properly organized and easily accessible.

6. Meeting & Event SupportAssist in arranging meetings, interviews, training sessions, and office events.

• Coordinate meeting rooms, seating arrangements, stationery, refreshments, and other requirements.
• Support management and staff during meetings and events.

7. Accounts & Purchase AssistanceAssist with basic purchase and office expense documentation.

• Maintain petty cash records, where assigned.
• Collect quotations and coordinate purchase of office supplies.
• Maintain bills, invoices, receipts, and supporting documents.

8. General ResponsibilitiesMaintain confidentiality of company information and documents.

• Follow company policies, procedures, and safety guidelines.
• Perform other administrative duties assigned by the reporting manager.
• Ensure tasks are completed accurately and within the required timelines.

Key Skills

• Basic computer knowledge – MS Word, Excel, Email
• Good communication and interpersonal skills
• Basic documentation and data-entry skills
• Time management and organizational skills
• Ability to multitask
• Professional and positive attitude
• Attention to detail
• Ability to coordinate with employees, vendors, and visitors