Office Assistant

Objective:
The Office Assistant provides comprehensive administrative support to the Office Manager and Executive Administrator to ensure the smooth and efficient operation of the office.

Key Responsibilities:

• Filing and maintaining office records
• Updating and maintaining databases regularly
• Routing and processing incoming mail
• Distributing letters, memos, and communications
• Organizing refreshments and lunches for meetings as needed and clearing the area afterward
• Assisting in organizing meetings, events, and annual general sessions
• Purchasing office supplies and other necessary items
• Assisting team members with general office tasks such as photocopying, printing, and document preparation
• Taking minutes of meetings when required
• Ensuring office supplies, refreshments, and equipment are adequately maintained
• Providing general assistance to management, including support on office projects
• Ensuring any office lease agreements are up-to-date
• Coordinating office equipment maintenance, including computers, photocopiers, and other devices
• Monitoring office attendants and cleaning staff
• Coordinating regular maintenance of office facilities and grounds
• Overseeing office repairs and servicing as required
• Coordinating servicing of air conditioning units and other office equipment periodically
• Liaising internally with management and team members
• Liaising externally with vendors, service providers, and other relevant stakeholders

Experience & Education Requirements:

• Minimum of 4 years’ experience in administrative or office support roles, including demonstrated secretarial experience.
• Minimum of 5 CXC passes, including Mathematics and English, or a Diploma in Business or Office Administration.
• Proficient in Microsoft Office applications, including Word, Excel, and MS Teams.
• Must have a reliable vehicle for work-related duties.

Note:
This job description is intended as a guide to the general duties of the role and is not exhaustive. Management may require the Office Assistant to perform additional tasks or temporarily assist in other areas as operational needs arise.