Office Assistant Job Description: Top Duties and Qualifications

An Office Assistant, or Administrative Assistant, is an individual who performs clerical and support duties on behalf of the office staff. They are responsible for scheduling meetings,  answering phone calls and sorting and distributing the company’s mails. 

 

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Office Assistant duties and responsibilities

An Office Assistant carries out different roles in and outside of the office. Typical duties and responsibilities can include:

  • Scanning, photocopying and filing documents
  • Arranging for meetings by reserving rooms and securing refreshments
  • Maintaining office equipment like copiers and fax machines for smooth office functionality
  • Receiving clients when they arrive and showing them the respective offices
  • Conducting research and compiling data upon request
  • Managing office supplies, including refreshments
  • Opening, sorting and distributing mail and faxes
  • Scheduling travel arrangements for senior executives 
  • Creating, editing and updating spreadsheets 
  • Light accounting duties
  • Preparing documents such as invoices, memos and financial statements and using word processor or presentation software

 

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Office Assistant Job Description Examples:

 

Example 1

GME Group are a mechanical and electrical company based in Hailsham. We are looking for an enthusiastic Office Junior to join our rapidly expanding, vibrant and busy office primarily to assist the Estimating Manager with * Production of accurate estimates and competitive tenders. * Presentation of the bid in the most appropriate manner to the bid team to ensure effective commercial settlement * Monitor the tendering process and report at key intervals * Handover of the estimate and develop analysis in a format that is user friendly to the construction team * Other duties as required in the office Skills Required; * Excellent Microsoft Office Skills - in particular Excel * Extremely organised * Able to prioritise a changing to-do list * Excellent attention to detail * Uses initiative * Comfortable working both individually and as part of a team * Confident and friendly telephone manner No experience is necessary as full training will be given. Salary dependent on experience Application deadline: 15/06/2021 Job Types: Full-time, Permanent Schedule: * Monday to Friday Ability to * Hailsham BN27 (preferred) Work remotely: * No

Example 2

We are looking for someone to join our *friendly* team here at Culworth Grounds! You’ll be the first-person people see and no two days will be the same, from *welcoming* visitors to answering the phone and everything in between. We need a *multitasker *with the *sense of detail *to assist both the Farm and Accounts Managers mainly with General Admin. You’ll make your *own decisions* to get the job done. You will be *comfortable* with the basics of Microsoft Office (Excel, Word, Outlook) and whilst not essential, some Bookkeeping experience would be preferred. This *fabulous* job is based in Culworth; * Monday to Friday: 9am - 5pm, including a 1h lunch break (there’s lovely pubs and a coffee shop within walking distance, and acres of incredible countryside to walk around during your break! Plus, horses to admire and stroke!); * pension contribution from day 1. This position is *to start as soon as possible*. Part-time hours: 35 per week Application deadline: 20/06/2021 Job Types: Full-time, Part-time, Permanent Salary: per year Benefits: * Casual dress * Company pension * On-site parking * Sick pay Schedule: * Day shift * Monday to Friday * No weekends

Example 3

*Company description* C Tie (UK) Ltd is one of Europe’s leading suppliers of cable accessories. *Job description* *What’s on offer* We are a fast growing B2B global cable accessory supplier with offices, warehouses, and an on-site company gym, based in Horley. This role would be working across different functions, taking on multiple responsibilities and working directly with our office Directors and Managers. This permanent role is a great opportunity for the right candidate to join a rapidly growing and highly motivated team. Salary £20-23k per annum, dependant on experience. The Office Assistant will support on a variety of tasks including but not limited to: *_Duties: _* - Inputting and generating invoices with accounting software - Data entry and utilisation of office based inventory management system - Answering customer emails and phone calls - Follow up on sales enquiries - Assist with ad hoc administration duties - Bought Ledger *_Key Skills and Knowledge: _* - Must be highly organised and able to manage multiple tasks - Excellent verbal and written communication skills - Must be proficient in Outlook, Word, Excel and Powerpoint - Must be a confident communicator, with an ability to build positive relationships with clients and colleagues. *_General: _* - Highly self-motivated and driven - Be a good communicator with strong relationship management skills - Great team player and with good social skills - Good attention to detail and ability to prioritise *Schedule: * - Monday to Friday (0800-1700) Job Type: Full-time, Permanent Salary: £20,000-23,000 per year Job Types: Full-time, Permanent Salary: per year Benefits: * On-site parking Schedule: * Monday to Friday Work remotely: * No

What does an Office Assistant do?

An Office Assistant oversees all of the clerical and organisational support tasks that ensure operations within an organisation run smoothly. They facilitate meetings, manage calendars and also maintain office supplies and file correspondence. An Office Assistant answers telephone calls and directs them to the appropriate parties/people, takes messages and ensures that communications are clear and run efficiently.

 

Office Assistant Skills and Qualifications

A successful Office Assistant candidate will have various prerequisite skills and qualifications that typically include:

  • At least one year of experience in administrative or clerical roles
  • Excellent customer service skills to promote client satisfaction
  • Excellent verbal and written communication skills
  • Active listening skills
  • Demonstrable experience using computer software and hardware, including word processor, spreadsheets and presentation software
  • Strong organisational skills to plan, prioritise and execute duties
  • Minimum word processing speed of 45 w.p.m.
  • Strong interpersonal skills and the flexibility to adapt to changing work demands

 

Office Assistant experience requirements

Three years of relevant experience in an office setting, preferably in an administrative or clerical role is a must. The ideal candidate should be knowledgeable and experienced in the management of both the office and back office space. 

They should also be proficient in Microsoft Office applications and with general computer operations. Writing and proofing experience are also necessary as the Office Assistant crafts official documents and correspondence on behalf of management. Office Assistant candidates should also have a proven ability to write clear and concise research reports and submit them in a timely manner. 

 

Office Assistant education and training requirements

Office Assistants need to have at least one GCSE certification or post-secondary training in administrative office procedures. However, some corporate employers prefer applicants with a Bachelor’s Degree. On-the-job training is crucial, typically lasting a few weeks. Microsoft Office training and certification may also be necessary as a lot of office work involves typing, document editing and printing. Sector or industry knowledge is desirable but not a must.

 

Office Assistant salary expectations

According to Indeed Salaries, an Office Assistant earns an average of £19,920 annually. Education level, experience, relevant skills, performance, company size and locality may all determine the salary.

 

Job description samples for similar positions

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Office Assistant job description FAQs

 

What skills should one look for in an Office Assistant resume? CV

The CV should show excellent organisational skills, a good understanding of general office procedures and exceptional customer service skills. The ability to multi-task in a fast-paced environment is a major plus. Other essential skills are good written communication and telephone answering skills.

 

Who does the Office Assistant report to?

The Office Assistant reports directly to the Head of Operations, who oversees front desk procedures and maintains the phone. Occasionally, the Office Assistant reports to other managers, staff members and clients, depending on the tasks undertaken. The Office Assistant reporting structure depends on the size and structure of the company or organisation.

 

What makes a good Office Assistant job description?

An outstanding Office Assistant job description provides applicants with sufficient details about the role and the necessary qualifications and experience, while creating an understanding of the importance of the position. The perfect balance is by providing enough information for applicants about the role while keeping the description brief.

 

Do Office Assistants have different responsibilities in different industries?

Typically duties of Office Assistants like scheduling appointments, filing and answering calls remain the same across industries. However,  Office Assistant’s responsibilities may vary based on the size of the organisation in which they work.

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