Responsibilities:

1. Office Organization: Maintain a clean, organized, and well-functioning office environment by managing office supplies, equipment, and common areas.
2. Reception Duties: Greet visitors, answer incoming phone calls, and direct inquiries to the appropriate staff members.
3. Scheduling and Calendar Management: Assist in scheduling appointments, meetings, and conference calls for staff members. Ensure that meeting rooms are prepared for use.
4. Data Entry and Record Keeping: Accurately input and manage data in spreadsheets, databases, and other relevant systems. Maintain confidential records and files as needed.
5. Correspondence Handling: Manage incoming and outgoing emails, letters, and faxes, including sorting, distributing, and responding to routine inquiries.
6. Communication Support: Assist in preparing reports, presentations, and other documents. Proofread and edit materials for accuracy and clarity.
7. Travel Arrangements: Arrange travel itineraries, accommodations, and transportation for employees as required.
8. Billing and Invoicing: Assist with the preparation and tracking of invoices, as well as coordinating payments as necessary.
9. Mail and Package Handling: Receive, sort, and distribute mail and packages to the appropriate recipients. Prepare outgoing mail and packages.
10. Vendor and Supplier Coordination: Communicate with vendors, suppliers, and service providers to manage office maintenance, repairs, and orders.
11. Meeting Support: Assist in setting up and cleaning meeting rooms, as well as coordinating refreshments for meetings and events.
12. General Administrative Support: Provide general administrative support to the team, including filing, photocopying, scanning, and other ad-hoc tasks.

Skills

Qualifications:

• High school diploma or equivalent; additional relevant education or certifications are a plus.
• Proven experience in an administrative or office support role is preferred but not mandatory.
• Strong computer skills, including proficiency in Microsoft Office (Word, Excel, Outlook) and other office software.
• Excellent communication and interpersonal skills.
• Exceptional organizational and time management abilities.
• Attention to detail and accuracy in work.
• Ability to multitask and prioritize tasks effectively.
• Strong problem-solving skills.
• Dependable and punctual.
• Maintains a professional and friendly demeanor