The Office Administration Assistant will assist with the day-to-day operations of an office by doing tasks such as filing paperwork, answering phone calls, greet, assist and provide direction and information to clients, visitors, and other guests of the operation. The Office Administration Assistant will also be responsible for keeping up with the day-to-day needs of the office including but not limited to checking stock of office supplies, kitchen supplies and cleaning supplies.
Key Responsibilities
- Greets clients, visitors, and guests; determines the purpose of each person’s visit and directs or escorts him or her to the appropriate location.
- Answers, screens, and directs phone calls to staff; takes messages and schedules appointments.
- Receives mail, documents, packages, and courier deliveries and delivers or distributes items.
- Performs administrative and clerical support tasks.
- Performs basic filing and recordkeeping.
- Performs other duties.
Required Skills/Abilities:
- Knowledge of office management systems and procedures
- Working knowledge of office equipment, like printers and fax machines
- Excellent written and verbal communication skills.
- Excellent interpersonal and customer service skills.
- Basic understanding of administrative and clerical procedures and systems.
- Proficient in time management and organizational skills.
- Possess high levels of attention to detail, discernment, and good judgement.
- Proficient with Microsoft Office Suite, ADP or related software.
Physical Requirements:
- Prolonged periods of sitting at a desk.
- Must be able to lift up to 15 pounds at times.
Minimum Qualifications
- High school diploma or equivalent
- Demonstrate computer skills: proficient with MS office (Excel, Word, Power Point, Outlook)
- Good work ethics, positive attitude and team player
Skills Required
- Demonstrated ability to work collaboratively in a fast-paced environment with multiple and changing priorities
- Excellent leadership, interpersonal and communication (verbal and written) skills
- Ability to maintain successful working relationships with senior management, departmental personnel, maritime vessel personnel, customers and suppliers
- Strong organizational and time management skills
- Proficient in Microsoft Office programs and Internet applications
- Ability to maintain a high level of confidentiality