Office Assistant

Role Overview

This position is the day-to-day anchor of the office, handling the steady flow of visitors, calls and paperwork that keeps other people's work moving. You will spend most of your time at the front desk or in the records area, juggling reception duties with filing, data entry and whatever administrative jobs different teams need done that day. The role matters because nothing else in the building runs smoothly if enquiries go unanswered, documents cannot be found, or supplies run out unnoticed.

Key Responsibilities

• Staff the front office as the first point of contact — greeting walk-in visitors, answering and routing phone calls, and taking messages accurately when the right person is unavailable.
• Receive, sort and distribute incoming mail, email and other correspondence, and prepare outgoing mail and courier items for dispatch.
• Keep the filing system in working order, both paper and electronic, so that documents can be located quickly and records are filed consistently rather than piling up.
• Track office supply levels and reorder stationery, toner and other consumables before stocks run low, keeping the supply cupboard tidy and accounted for.
• Carry out routine document work — photocopying, scanning, printing and binding — and convert paper documents into digital records through accurate data entry.
• Draft and format straightforward letters, memos, schedules and periodic reports from templates or brief instructions, checking them for accuracy before they go out.
• Pitch in on administrative tasks for other departments as they arise, which may include basic scheduling, meeting room preparation and running errands within the local area.
• Handle information with discretion, since the role regularly involves seeing correspondence and records that are not for general circulation.

Requirements & Qualifications

• Diploma or certificate in Business Administration, Secretarial Studies, Office Management or a comparable field.
• One to two years of hands-on experience in an office support, clerical, receptionist or administrative assistant role.
• Confident, everyday user of MS Office or Google Workspace — word processing, spreadsheets and email in particular — with the ability to pick up unfamiliar systems without much hand-holding.
• Strong organisational habits: able to keep several small tasks in progress at once, prioritise what is urgent, and follow through without reminders.
• Clear spoken and written communication, with a manner that stays courteous and calm under pressure.
• Reliable judgement about confidentiality, plus a professional, well-presented demeanour in a client-facing setting.