Office Assistant

The Office Assistant will be responsible for ensuring smooth day‑to‑day functioning of the office, managing administrative tasks, maintaining cleanliness and orderliness, and supporting the staff and visitors. The role requires a polite, responsible, and proactive individual with basic computer skills and a strong sense of ownership.

Key Responsibilities

1. Visitor Management

• Welcoming clients, visitors, and vendors in a professional manner
• Offering water/tea/coffee and ensuring arrangement of refreshments, if required
• Maintaining visitor logbook and coordinating with staff for scheduled meetings
• Handling incoming calls/ intercom calls and routing them appropriately

2. Office Administration & Housekeeping Coordination

• Responsible for opening the office in the morning and ensuring proper closing and locking of the premises at the end of the day
• Ensuring overall cleanliness and upkeep of office premises
• Coordinating with housekeeping staff, vendors, and service providers

3. Document Handling & Filing Support

• Assisting in printing, scanning, photocopying, and basic document preparation
• Maintaining physical files, registers, and basic record‑keeping
• Assisting staff in collecting and dispatching documents, couriers, and parcels
• Coordinating with courier partners and tracking deliveries

4. Basic Computer & Operational Support

• Using MS Office (Word, Excel), email, and basic data entry
• Assisting in downloading/uploading documents, saving files, and organising folders
• Supporting staff in routine administrative tasks as required

5. Office Maintenance & Coordination

• Reporting any repair/maintenance issues (AC, lights, plumbing, etc.)
• Coordinating with electricians, technicians, and building management
• Ensuring office equipment (printers, scanners, UPS) are functioning properly

6. Outdoor Work (If needed)

• Visiting banks, post office, government departments, or clients for document submission/collection
• Purchasing small office items or supplies when required

7. Professional Conduct

• Maintaining confidentiality of office documents and client information
• Being punctual, disciplined, and maintaining a neat appearance
• Following instructions from partners and senior staff promptly

Required Skills & Qualifications

• Minimum 12th pass; graduates preferred
• Basic computer knowledge (MS Office, email, scanning, printing)
• Good communication and polite behaviour
• Ability to multitask and manage time efficiently
• Prior experience in office administration of 1 year in similar responsibility