Office Assistance 28 views

Purpose of the job

The office Assistant is responsible for all secretarial and office works. The office Assistant is also responsible for the office administration tasks including office management, arrangement of consumable goods, managing required stationeries and other materials.

Key Responsibilities

Administrative dutiesz

• Receives letters specifically to the company, memos, reports and messages sent to the company by fax, e-mail and telephone, pass these to the concerned unit as appropriate.
• Drafts and writes letters and memos and gives replies to general queries as required;
• Makes record of all incoming and outgoing documents of the company;
• Directs written or verbal messages of the CEO and the management team to concerned offices or individuals of the company sites and makes follow ups of the same as necessary.
• Receives visitors/gusts/ of all function, provides required information and arranges for visitors to see the relevant department manager or Team member.
• Operates computer, fax, e-mail, photocopy, scanner and other office machines for various office uses;
• Check documents before passing them for signature of the CEO.
• Keeps good record of documents of the office and file them properly;
• Manage the employees in the position of sanitary and messaging
• Ensures good housekeeping of the office; and ensuring that there are adequate supplies
• Assists the CEO and other functional directors in executing routine administrative, and general service tasks;
• Manage and Arranges coffee and tea services to the guest’s, CEO other directors and managers during meeting and training times;
• Follow up work permit of expats when needed, preparing letters for concerned office in relation with work permit and residence permit.
• Raising purchase requests as required

Office Management and Stores Administration

• Ensures all offices in head office are furnished with required utilities such as electricity, telephone and water as required;
• Ascertains that all office stationery and relevant office items are available;
• Administer receipts and issue of goods such as stationeries and other supplies required for central office supply chain team. And avoid shortages by planning and ordering ahead of time;

Organizing visitors’ program In collaboration with department managers

• Prepare itinerary
• Book Hotel
• Schedule all participants of meetings, send out invites and confirm
• Arrange for coffee/lunch/ dinner reservations