As an office assistant your main focus is making sure the office manager has everything they need to keep the office running smoothly. You will work with almost everyone in the office in various capacities but you will take your direction mostly from the office manager and the office coordinator. Your office manager will determine the order of your priorities and outline what your daily tasks will be. In general you will be responsible for keeping everything stocked and making sure all departments have what they need.
Communications
You will usually be the point person for everyone in the office. Any concerns that need to be brought to the office manager will come through you. It will be your responsibility to organize the requests and handle the ones you can without having to both the manager and then pass on the information that requires more authority. You will deal with the office manager’s schedule including setting any appointments or conference calls. You will handle all incoming calls and keep track of the call log.
Ordering
Depending on how your office is structured, the office assistant might be responsible for the ordering of all necessary office supplies such as ink, pens, paper, filing materials and sometimes necessary office furniture. This might require dealing with a main office hub that orders from the outside or you might place the external orders on your own. It is your responsibility to look over the budgeting for the office and keep track of all expenditures. As you work through the office supply orders you will keep a ledger for the office manager to stay on track with the yearly budget.
Service Calls
When something breaks in the office, as the office assistant you will have to set up the appropriate service call to fix the problem. If the copier breaks down you should know who to call in order to get the copier fixed. You might also do the research for your boss regarding contracts for such services. By doing such research you can help your boss find the best deal and keep up with all the necessary equipment in your office area.
Accounting
You may be responsible for keeping up with all the office bills and logging the items as they are charged and paid as the office assistant. Sometimes this means turning in a reconciliation sheet to the accounting department if your office is that large or it might end with the office manager’s office, making you the one in charge of keeping up with the ledger. You may also have to deal with any office petty cash. This can include placing meal orders for things such as meetings and conferences. Sometimes this includes picking things up either at lunch or in the morning.
Kitchen Duties
In some offices, the office assistant will be responsible for making coffee and keeping the refrigerator stocked. Not only will you handle the ordering but you also must make sure things are the right temperature and ready on time.
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