Office Assistant Job Description Template

Job summary

The Office Assistant supports day-to-day administrative operations to ensure an organized, efficient, and welcoming workplace environment. Success in this role means handling incoming inquiries, managing office supplies and records, and assisting team members with administrative tasks in an accurate and timely manner.

Responsibilities

• Manage daily front-desk and administrative operations, including greeting visitors and answering incoming calls and emails.
• Sort, distribute, and dispatch incoming and outgoing mail, packages, and courier deliveries.
• Monitor and maintain office supply inventories, placing orders when stock runs low to prevent shortages.
• Schedule meetings, coordinate conference room bookings, and assist with setting up equipment or materials.
• Organize, update, and maintain physical and digital filing systems, records, and databases.
• Assist colleagues and department managers with basic document preparation, data entry, scanning, and printing tasks.

Required qualifications

• Demonstrated experience in an administrative, receptionist, customer service, or general office support role.
• Proficiency with standard office software for word processing, spreadsheets, and email management.
• Strong written and verbal communication skills across diverse audiences.
• Demonstrated ability to organize daily tasks, prioritize competing demands, and maintain attention to detail.

Preferred qualifications

• Experience using shared calendar systems, video conferencing platforms, or cloud storage tools.
• Previous experience liaising with external vendors, building management, or service contractors.

Skills