Management

OFFICE ASSISTANT

Full Time

JOB DESCRIPTION:

  1. Greet customers or other personnel of the firm by phone, in person, or through electronic media, including email
  2. Assess the needs of customers and provide information concerning the services, procedures, and guidelines of the firm
  3. Handle requests and transactions, or direct the matter or person to the proper department
  4. Assist in resolving problems and complaint raised by unsatisfied customers
  5. Process applications or forms to ensure completeness and accuracy
  6. Compute and verify data, fees or payments
  7. Enter data and forward paperwork afterwards
  8. Use personal computer and a host of other office software applications, including word processing, email, and file management tools
  9. Prepare files and documents in MS-Word by using predefined templates or by creating them from the scratch
  10. Create and maintain files in Excel
  11. May be asked to make PowerPoint presentations and use databases or Access
  12. Operate office equipment like fax machines and printers
  13. Perform data gathering and research activities and provide reports or summaries of information collected
  14. Prepare or maintain reports of records and other statistical and quantitative data
  15. May act as receiver of mail and correspondence for the work unit or department
  16. Responsible for opening or reviewing correspondence and determining proper action to be taken
  17. Responsible for departmental supplies and inventories, including tracking status and orders
  18. File documents; develop and modify filing practices – this includes the usage of electronic in addition to paper records
  19. Coordinate and organize department activities and functions like meetings; schedule, obtain use of rooms, and set up the rooms and equipment to be used.
  20. Forwards information by receiving and distributing communications; collecting and mailing correspondence; copying information.
  21. Maintains supplies by checking stock to determine inventory levels; anticipating requirements; placing and expediting orders; verifying receipt; stocking items; delivering supplies to work stations.
  22. Maintains equipment by completing preventive maintenance; troubleshooting failures; calling for repairs; monitoring equipment operation; monitoring and purchasing meter fund
  23. Maintains office schedule by picking-up and delivering items using automobile.
  24. Serves customers by backing-up receptionist; answering questions; forwarding messages; confirming customer orders; keeping customers informed of order status.
  25. Updates job knowledge by participating in educational opportunities.
  26. Enhances organization reputation by accepting ownership for accomplishing new and different requests; exploring opportunities to add value to job accomplishments.

QUALIFICATION:

DEGREE,HND,DIPLOMA AND ANY  OTHER PROFESSIONAL CERTIFICATE