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Key Responsibilities and Required Skills for Office Worker

💰 $25,000 - $45,000 / year

AdministrationOffice ManagementCustomer ServiceOperations

🎯 Role Definition

An Office Worker provides essential administrative and operational support to ensure smooth day‑to‑day functioning of an office. This role covers reception duties, calendar and travel management, document and records control, basic bookkeeping and invoicing, internal and external communication, vendor and facilities coordination, and cross-functional support for HR, finance, and operations. Ideal candidates are organized, technology‑savvy, detail‑oriented, and proactive problem solvers who can manage competing priorities while maintaining high standards of confidentiality and customer service.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Receptionist or Front Desk Associate
  • Data Entry Clerk
  • Customer Service Representative

Advancement To:

  • Office Manager
  • Administrative Supervisor
  • Operations Coordinator
  • Executive Assistant

Lateral Moves:

  • HR Coordinator
  • Accounts Payable / Accounts Receivable Specialist
  • Facilities Coordinator
  • Customer Success / Client Services Associate

Core Responsibilities

Primary Functions

  • Greet visitors, manage a professional front desk presence, screen and route incoming calls and emails, and provide a positive first impression for clients, vendors, and employees.
  • Manage executive and team calendars: schedule, reschedule, and confirm meetings for 1–5 managers; coordinate cross‑functional availability and reserve conference rooms (physical and virtual).
  • Coordinate travel logistics including flights, ground transportation, accommodations, visas when required, and prepare detailed travel itineraries and per‑diem/expense instructions.
  • Prepare, proofread, format, and distribute internal and external correspondence, reports, presentations, and meeting materials using MS Word, PowerPoint, and Google Docs; ensure consistent branding and professional layout.
  • Perform data entry with high accuracy: update CRM records (e.g., Salesforce, HubSpot), maintain contact databases, and ensure customer and vendor information is current and validated.
  • Process purchase requests and invoices: route approvals, prepare accounts payable documentation, code expenses to correct GL accounts, and follow up with vendors to reconcile discrepancies.
  • Maintain physical and electronic filing systems (SharePoint, Google Drive), organize records for easy retrieval, apply retention schedules, and ensure compliance with company document policies.
  • Support month‑end administrative close activities: gather documentation for finance, assist with reconciliation of petty cash, and provide backup for AP/AR as needed.
  • Coordinate office supplies and inventory management: monitor stock levels, place orders with preferred suppliers, negotiate basic vendor terms, and track delivery and usage.
  • Take accurate meeting minutes, distribute action items, follow up on assigned tasks, and maintain meeting archives to ensure accountability and progress tracking.
  • Manage incoming and outgoing mail and courier services, ensuring timely distribution, tracking of packages, and secure handling of sensitive documents.
  • Provide onboarding support for new hires: prepare workspace access badges, order equipment, complete HR paperwork, and orient new employees to basic office procedures.
  • Support basic HR administrative tasks: track leave and attendance records, maintain employee files, and schedule interviews and candidate follow‑ups.
  • Coordinate facility and maintenance requests with building management and third‑party vendors; schedule repairs, manage service tickets, and ensure health and safety compliance.
  • Prepare expense reports and reconcile employee reimbursements with receipts, ensuring policies are followed and documentation is complete for auditing purposes.
  • Run routine operational reports (daily/weekly/monthly) such as supply usage, visitor logs, invoice aging, and basic headcount summaries to support managers’ decision making.
  • Provide front‑line customer service: respond promptly to client inquiries, resolve routine issues, escalate complex matters, and track customer satisfaction trends.
  • Support procurement workflows: obtain quotes, maintain approved vendor lists, and assist with basic contract tracking and renewal reminders.
  • Execute light bookkeeping tasks such as logging transactions, maintaining spreadsheets for budgets and expenses, and assisting with account reconciliations under finance guidance.
  • Maintain confidentiality and exercise discretion when handling sensitive employee, client, and financial information; comply with GDPR/PII handling guidelines where applicable.
  • Implement and recommend process improvements: identify bottlenecks in administrative workflows, document standard operating procedures (SOPs), and collaborate on automation opportunities (templates, macros, form tools).
  • Provide basic IT support and troubleshooting for common office hardware/software issues (printers, conference room A/V, Wi‑Fi, account access) and coordinate with IT for escalations.

Secondary Functions

  • Support ad-hoc data requests and exploratory data analysis by pulling data from internal systems, formatting spreadsheets, and creating charts to highlight key trends.
  • Contribute to the organization's data strategy and roadmap by documenting current data capture practices and recommending improvements to ensure accurate operational metrics.
  • Collaborate with business units to translate data needs into engineering requirements and prioritize requests with managers.
  • Participate in sprint planning and agile ceremonies within the data engineering team to represent operational dependencies and administrative constraints.
  • Assist in planning and executing company events and meetings: catering coordination, room setup, attendee registration, and post‑event follow up.
  • Help maintain compliance documentation and internal audit readiness by organizing records, preparing checklists, and responding to internal control queries.
  • Provide occasional project coordination support for small cross‑functional initiatives, tracking project timelines, deliverables, and stakeholder communications.
  • Support marketing and communications tasks such as distributing internal newsletters, maintaining the company calendar of events, and coordinating basic promotional mailings.

Required Skills & Competencies

Hard Skills (Technical)

  • Proficient with Microsoft Office suite (Excel — VLOOKUP, PivotTables, basic formulas; Word; PowerPoint) and Google Workspace (Docs, Sheets, Slides).
  • Calendar and email management using Microsoft Outlook or Google Calendar; experience coordinating multiple calendars and time zones.
  • Experience with CRM platforms such as Salesforce, HubSpot, or Zoho for contact and activity tracking.
  • Basic accounting and bookkeeping fundamentals (Accounts Payable/Receivable workflows, expense reporting); familiarity with QuickBooks, Xero, NetSuite, or similar.
  • Document and records management using SharePoint, Google Drive, or internal DMS; knowledge of version control and permissions.
  • Invoicing, purchase order processing, and vendor reconciliation experience.
  • Data entry with high accuracy and speed; ability to clean and validate datasets and prepare simple reports in Excel/Sheets.
  • Experience with video conferencing and collaboration tools: Zoom, Microsoft Teams, Webex; ability to set up virtual meetings and manage recordings.
  • Familiarity with HRIS systems (e.g., ADP, BambooHR) for basic onboarding and employee record maintenance.
  • Basic IT troubleshooting for office devices (printers, copiers, scanners) and familiarity with ticketing systems for escalation.
  • Ability to prepare professional presentations and executive summaries for meetings and leadership reviews.
  • Experience with scheduling and travel booking tools (Concur, Egencia) and preparing detailed itineraries and expense documentation.

Soft Skills

  • Excellent verbal and written communication skills; professional phone etiquette and client-facing demeanour.
  • Strong organizational skills with ability to prioritize competing tasks and meet deadlines in a fast‑paced environment.
  • High attention to detail and commitment to accuracy, particularly in data entry, invoicing, and recordkeeping.
  • Proactive problem solver who anticipates needs, proposes solutions, and follows through to completion.
  • Strong time management and multitasking abilities while maintaining quality of work.
  • Discretion and ethical handling of confidential information.
  • Customer service oriented: friendly, responsive, and solution-focused when working with internal and external stakeholders.
  • Team player mentality with ability to collaborate across departments and support colleagues.
  • Adaptability and resilience—comfortable with changing priorities and ad‑hoc requests.
  • Initiative and willingness to document processes and help train junior staff or temporary assistants.

Education & Experience

Educational Background

Minimum Education:

  • High school diploma or equivalent.

Preferred Education:

  • Associate’s degree or Bachelor’s degree in Business Administration, Office Management, Finance, Human Resources, or related field.

Relevant Fields of Study:

  • Business Administration
  • Office/Administrative Management
  • Accounting or Bookkeeping
  • Human Resources
  • Information Systems / Office Technology

Experience Requirements

Typical Experience Range: 1–5 years in office administration, front desk, or administrative support roles.

Preferred: 2–4 years of progressively responsible administrative experience supporting multiple stakeholders or an executive team; demonstrated experience with MS Office, a CRM, and basic AP/AR tasks. Experience in a regulated industry (healthcare, finance) or multinational environment is a plus.

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