Sample duties/responsibilities of Office assistant
You can ref some functions as follows:
1. To supervise the performance of receptionists;
2. To record and maintain the minutes of the meetings of the Boards (management or directors);
3. To type and prepare documents as required;
4. To greet customers and senior members of the company; answer phone and receive messages sent to the company;
5. To provide assistance to staff members like answering, receiving phone calls and taking messages;
6. To be in charge of maintaining the Archives of the company;
7. To be responsible for distributing letters and notices to customers and shareholders;
8. To record checks and donations;
9. To ensure the front desk area to be cleaned and in tidy order;
10. To be responsible for sending mails at requests;
11. To be responsible for maintenance, upgrade and development of data collection system of the company to satisfy the required standards;
12. To be in charge of quality assurance duty for database management;
13. To provide training for the staffs in relation to data encoding and decoding;
14. To provide travel and accommodation expenses for employees at requests;
15. To provide assistance in preparing documents and reports;
16. To collect statistics for the program coordinators at requests;
17. To maintain the supply of office requisites;
18. To update and maintain mailing list of the company;
19. To upgrade the system at requests of the superiors or if necessary;
20. To support individuals at requests of the superiors;
21. To copy, paste and mail Board packages;
22. To communicate with lending banks;
23. To maintain an efficient and harmony working environment among employees, clients and mangers;
Base on the above job description, you can set up: KPIs, KRAs, job objectives/goals, job standards/requirements, job specifications/qualifications.
If you need more free Office assistant job description forms/templates/formats in details, please leave comments at the end of this post. You also can re-write this form in pdf/word file.
. Basic functions of Office department
• Ensure that information system run smoothly
• Set up procedures and policies for visitors.
• Maintain the general filing system and file all correspondence.
• Making plan and preparation of meetings, conferences and conference telephone calls.
• Maintain an adequate inventory of office supplies.
• Monitor the use of supplies and equipment.
• Maintain computer and internet system.
• Prepare and submit proposed budget for approval for Office Income and Expense.
• Oversee daily and weekly maintenance of office machines.
• Keep records of employees’ sick days, overtime, vacation days in accordance with Personnel Committee policies.
• Filling documents as per the requirement of the office managers or updating files and registers related to attendance and work of the staff.
• Data entry and loading other necessary information into the software programs.
• Making copies of the documents, as assigned by the office managers and also according to the needs of the office.
• Answering and receiving phone calls.
• Sending faxes in matters related to the office jobs and related works.
• Works of daily errands, that include handling communications with post office, bank, etc and providing stationery, staples etc.
• Monitoring the order supplies related to the office.
• Distributing the incoming mails to the respective staff.
• Maintaining and organizing the paper and electronic documents. Storing them properly for future reference.
• Keeping the list of employee communication and contacts updated.
• Assisting the concerned authorities in matters related to preparation of annual reports, files, weekly reports and annual magazines.
• Preparing thank you letter for new members or for memorials.
Maintaining the up-to-date list of press and contact lists.