An office assistant is responsible for providing administrative and clerical support to ensure the efficient operation of an office. Here is a detailed job description for an office assistant:
Job Title: Office Assistant
Job Summary:
The Office Assistant is responsible for providing administrative and clerical support to ensure the smooth functioning of the office. This role involves handling various tasks such as answering phones, managing correspondence, organizing files, and assisting with general office duties. The Office Assistant plays a vital role in maintaining an organized and efficient work environment.
Key Responsibilities:
1. **Administrative Support:**
- Answer and direct phone calls, taking messages and routing them to the appropriate personnel.
- Greet visitors and clients, providing a friendly and professional first point of contact.
- Assist with scheduling appointments, meetings, and maintaining calendars.
2. **Correspondence Management:**
- Handle incoming and outgoing mail, including sorting, distributing, and preparing items for mailing.
- Draft, format, and proofread letters, emails, reports, and other documents.
- Manage and maintain electronic and physical filing systems.
3. **Office Supplies and Equipment:**
- Monitor and manage office supplies inventory, placing orders as needed to ensure adequate stock levels.
- Ensure office equipment is properly maintained and arrange for repairs or servicing as necessary.
- Assist with the setup and maintenance of office workstations and equipment.
4. **Data Entry and Record Keeping:**
- Perform accurate data entry tasks, updating databases and records as required.
- Maintain organized and up-to-date office files and records.
- Assist with the preparation of reports, presentations, and other documents.
5. **General Office Duties:**
- Assist with the preparation and coordination of office events, meetings, and conferences.
- Support various departments with administrative tasks as needed.
- Perform other general office duties, such as photocopying, scanning, and faxing documents.
6. **Customer Service:**
- Provide excellent customer service to clients, visitors, and employees.
- Address and resolve basic inquiries and issues or direct them to the appropriate personnel.
- Assist with maintaining a clean and organized office environment.
Qualifications:
- High school diploma or equivalent; additional qualifications in office administration or related field preferred.
- Proven experience as an office assistant or in a similar administrative role.
- Proficiency in using office software, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Excellent organizational and time management skills.
- Strong attention to detail and accuracy.
- Good written and verbal communication skills.
- Ability to work independently and as part of a team.
- Basic knowledge of office equipment and procedures.
Working Conditions:
- Work is typically performed in an office environment.
- May involve sitting for extended periods and using office equipment, such as computers and phones.
- Occasional lifting and moving of office supplies and equipment may be required.
- Standard business hours with occasional overtime for special projects or events.
Career Path:
- Advancement opportunities may include roles such as Administrative Assistant, Executive Assistant, Office Manager, or other administrative positions.
Job Type: Full-time
Pay: $18.00 - $20.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Schedule:
- 8 hour shift
- Day shift
- Monday to Friday
Experience:
- Customer service: 1 year (Preferred)
Ability to Commute:
- Hutto, TX 78634 (Required)
Ability to Relocate:
- Hutto, TX 78634: Relocate before starting work (Required)
Work Location: In person