Torchora
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Key Responsibilities and Required Skills for Office Assistant

💰 $30,000 - $48,000

AdministrationClericalOffice SupportOperations

🎯 Role Definition

This role requires a reliable, detail-oriented Office Assistant to provide administrative and clerical support across the organization. The Office Assistant ensures smooth daily operations by managing front-desk duties, coordinating calendars and travel, maintaining filing and documentation systems, performing accurate data entry, supporting basic bookkeeping, and delivering professional customer service to internal and external stakeholders. This role is ideal for candidates with strong Microsoft Office competencies, excellent communication skills, and the ability to prioritize tasks in a fast-paced environment.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Receptionist / Front Desk Representative
  • Customer Service Representative
  • Data Entry Clerk

Advancement To:

  • Senior Office Assistant
  • Office Manager / Administrative Manager
  • Executive Assistant
  • Operations Coordinator

Lateral Moves:

  • HR Coordinator
  • Facilities Coordinator
  • Project Coordinator

Core Responsibilities

Primary Functions

  • Greet visitors, route incoming calls, and manage a professional front-desk experience; answer multi-line phone systems and triage inquiries with courteous, accurate information consistent with company policy.
  • Manage executive and team calendars, schedule and confirm internal and external meetings, coordinate conference rooms, and resolve scheduling conflicts to maximize time efficiency.
  • Prepare, proofread, format, and distribute internal and external correspondence including emails, memos, reports, agendas, and meeting minutes with strong attention to grammar and corporate tone.
  • Perform accurate and timely data entry into CRM systems, spreadsheets, and internal databases; validate, update and reconcile records to ensure data integrity.
  • Maintain organized physical and digital filing systems—scan, archive, retrieve, and destroy documents according to retention policies and confidentiality requirements.
  • Process incoming and outgoing mail and courier packages; track shipments, distribute deliveries to employees, and maintain postage and shipping logs.
  • Manage office supply inventory: order, receive, and stock supplies; negotiate with vendors for competitive pricing and ensure continuity of essential materials.
  • Coordinate domestic and international travel arrangements including booking flights, hotels, ground transportation, preparing itineraries, and assisting with travel expense pre-approvals.
  • Support basic accounts payable and receivable tasks: prepare and process invoices, match purchase orders to invoices, process vendor payments, and assist with month-end reconciliations.
  • Handle petty cash transactions and reimbursements in accordance with company policy; reconcile petty cash records and submit accurate reports.
  • Assist HR with new hire onboarding logistics: prepare workstations, collect paperwork, set up accounts/access, schedule orientation sessions, and communicate first-day instructions.
  • Maintain office equipment (printers, copiers, fax) by coordinating service calls, consumables replacements, and liaising with IT and vendors to minimize downtime.
  • Prepare meeting rooms and AV equipment, set up presentations, distribute meeting materials, and provide in-meeting administrative support when required.
  • Collect and compile departmental or executive reports, expense documents, and performance metrics; create organized summaries and distribute them to stakeholders.
  • Implement and maintain standard operating procedures (SOPs) for front-office operations, recordkeeping, and inter-departmental communication to improve efficiency.
  • Respond to and resolve general employee and client inquiries via phone, email, or in-person with a focus on customer service and problem resolution.
  • Coordinate facility-related activities such as workspace assignments, keys/access badges, office moves, cleaning contracts, and vendor visits to maintain a safe and productive environment.
  • Support purchasing and procurement processes by preparing purchase requisitions, obtaining quotes, and tracking order status until fulfillment.
  • Compile, sort, and prepare documents for audits, legal requests, or compliance reviews; ensure confidentiality and proper chain of custody for sensitive materials.
  • Produce and update basic presentations and spreadsheets for internal meetings and external pitches using PowerPoint and Excel with clear visuals and accurate data.
  • Assist project teams with clerical tasks: calendar coordination, follow-up reminders, document version control, and task tracking to support timely project delivery.
  • Maintain confidentiality of employee and client records, exercising discretion in handling sensitive information and following data protection policies.
  • Track and manage departmental budgets and expense reports at a transactional level; flag discrepancies and support managers with budget monitoring.
  • Monitor and report on key administrative metrics (supply usage, printer costs, mail volumes) and recommend cost-saving measures to leadership.

Secondary Functions

  • Onboard, train and mentor temporary admin staff and interns; create checklists and quick-reference guides to accelerate their ramp-up.
  • Support special events and corporate meetings including logistics, registration, catering coordination, and onsite administrative support.
  • Assist marketing and communications teams with light content preparation, mailings, and distribution of promotional materials.
  • Perform ad-hoc research and information gathering for internal teams (vendor checks, price comparisons, contact lists).
  • Maintain and update contact lists, distribution groups, and internal phone directories for accuracy and ease of communication.
  • Help the operations team implement continuous improvement initiatives by documenting workflows and suggesting automation opportunities.
  • Support health and safety initiatives by maintaining emergency contact lists, first-aid kit inventory, and coordinating periodic safety drills.

Required Skills & Competencies

Hard Skills (Technical)

  • Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); comfortable creating polished documents, pivot tables, VLOOKUPs, and presentation decks.
  • Experience with calendar management tools and scheduling platforms (Outlook Calendar, Google Calendar, Microsoft Teams).
  • Familiarity with basic bookkeeping and accounting workflows (invoicing, expense reports, basic reconciliations); experience with QuickBooks, Xero, or similar is a plus.
  • Strong data entry skills with high accuracy and speed; experience using CRMs (Salesforce, HubSpot), ERPs, or bespoke database systems.
  • Comfortable using office equipment and basic troubleshooting (printers, scanners, copiers) and coordinating vendor service.
  • Working knowledge of email management, distribution lists, and electronic filing systems (SharePoint, Google Drive, Dropbox).
  • Experience preparing travel itineraries, booking platforms (Concur, TripIt), and processing travel expense claims.
  • Basic understanding of procurement processes: purchase orders, vendor communication, and inventory tracking systems.
  • Ability to prepare and format professional reports, meeting minutes, and business correspondence.
  • Familiarity with confidentiality and data protection practices (PII handling) and compliance documentation.

Soft Skills

  • Exceptional verbal and written communication skills; presents professionally with internal teams and external clients.
  • Highly organized with strong attention to detail and the ability to multitask and prioritize competing requests.
  • Customer-service oriented with a friendly, professional demeanor and strong problem-solving instincts.
  • Time management and punctuality; proven ability to meet deadlines and effectively manage recurring administrative workflows.
  • Discretion and sound judgment in handling confidential and sensitive information.
  • Adaptable and flexible—comfortable supporting shifting priorities in a dynamic environment.
  • Team player with a collaborative mindset who proactively identifies opportunities to support colleagues.
  • Initiative and resourcefulness—able to anticipate needs, follow through without constant supervision, and escalate issues appropriately.
  • Positive attitude under pressure and resilience when managing high-volume periods.
  • Strong interpersonal skills for liaising across functions and maintaining professional vendor and client relationships.

Education & Experience

Educational Background

Minimum Education:

  • High school diploma or equivalent.

Preferred Education:

  • Associate degree or Bachelor's degree in Business Administration, Office Management, Communications, or related field.

Relevant Fields of Study:

  • Business Administration
  • Office Management
  • Communications
  • Accounting / Bookkeeping
  • Hospitality or Customer Service-related programs

Experience Requirements

Typical Experience Range:

  • 0–3 years for entry-level Office Assistant roles; 2–5 years for full-scope positions supporting managers or departments.

Preferred:

  • 2+ years of administrative experience in an office environment, including reception, calendar management, basic bookkeeping, and customer service.
  • Proven experience with MS Office, scheduling systems, and at least one CRM or financial system.
  • Demonstrated record of maintaining confidentiality, strong organizational skills, and working effectively with cross-functional teams.
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