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