Administrative Assistant

client of Hirelabanese

1. Data Entry

• Input & update Data into database

2. Filing and Record Keeping

• Organize Files: Sort and file documents in both physical and digital formats.
• Retrieve Files: Locate and retrieve documents as requested by colleagues or management.
• Maintain Filing Systems: Ensure filing systems are structured efficiently for easy access and retrieval.

3. Document Preparation and Handling

• Draft Letters and Memos: Prepare routine correspondence, including letters, memos, and notices.
• Photocopying and Scanning: Copy, scan, and distribute documents as needed.
• Prepare Reports: Assist with preparing simple reports and Minutes of meeting.

4. Mail Handling

• Sort Incoming Mail: Receive, sort, and distribute incoming mail to appropriate departments or individuals.
• Prepare Outgoing Mail: Prepare packages and letters for dispatch, including addressing envelopes, stamping, and using mailing services.
• Track Shipments: Monitor packages or mail sent via tracking services.

5. Office Supply Management

• Order Office Supplies: Track inventory levels of office supplies and place orders as needed.
• Stock and Organize Supplies: Ensure that office supplies are stocked and organized in a manner that s easily accessible to employees.
• Manage Vendor Relationships: Maintain contact with vendors to ensure timely delivery of supplies and services.

6. Scheduling and Appointment Coordination

• Schedule Meetings: Assist with scheduling meetings, room bookings, and conference calls.
• Send Invitations and Confirmations: Notify participants of meetings or events and confirm attendance.
• Organize Travel Arrangements: Arrange travel accommodations such as flights, hotels, for employees or executives.

7. Answering Phones and Taking Messages

• Answer Calls: Screen and direct incoming phone calls to appropriate personnel.
• Take Messages: Record accurate messages and relay them promptly to the correct recipient.
• Provide Basic Information: Respond to basic inquiries and provide general information when necessary.

8. Inventory and Office Equipment Management

• Coordinate Repairs: Arrange for the repair or maintenance of office equipment as needed.

9. General Administrative Support

• Support Other Staff: Provide assistance to other team members with clerical tasks as needed.
• Assist with Project Documentation: Help prepare project files, spreadsheets, or checklists.
• Coordinate Small Projects: Handle minor administrative tasks related to internal projects or activities.

10. Customer Service

• Assist Visitors: Greet and direct visitors to appropriate departments or staff members.

11. Maintaining Confidentiality

• Handle Sensitive Information: Ensure that confidential information is kept private and secure, including physical documents and digital files.

12. Office Environment Maintenance

• Coordinate Office Maintenance: Schedule cleaning, maintenance, or repair services for the office.
• Maintain Office Organization: Help ensure the office remains neat, organized, and conducive to productivity.