Office Assistant (Ghana)

Job Description: Office Assistant (Ghana)

Our Office Assistant is the first point of contact for admin personnel, customers, and external stakeholders. They are also responsible for the smooth and efficient running of our office through performing administrative and clerical duties, to providing reliable support for managers, staff, and office visitors.

PREFERRED CANDIDATES MUST LIVE IN AND AROUND SAKUMONO ESTATES

Responsibilities

• Greeting and directing visitors in a friendly and professional manner, answering questions, and responding to complaints and requests.

• Managing daily office operations and maintaining an organized work environment.

• Performing basic office tasks, such as data entry, handling basic inquiries, answering phones, screening and forwarding calls, taking messages, sorting mail, maintaining and updating filing, operating office machines, liaising with clients, running errands and arranging equipment maintenance and repairs.

• Copying, scanning, and filing documents

• Scheduling and confirming appointments, management meetings, creating agendas, and attending meetings to record minutes.

• Planning and preparing for office events, such conferences, and promotional activities.

• Ordering and distributing office supplies.

• Maintaining positive relationships with vendors, clients, and co-workers.

• Reviewing and updating office procedures to reduce errors and costs.

• Following and enforcing relevant policies, procedures, and regulations.

• Compiling and distributing minutes of meetings to personnel.

• Assisting with the onboarding process of new personnel and providing any office-related training.

• Facilitating communication between management and personnel.

• Overseeing and interpreting the company's administrative policies and procedures.

• Monitoring office supplies and ordering replacements.

• Keeping the office area tidy and observing professional etiquette.

• Performing other administrative tasks, if required.

Requirements

• A high school diploma.

• Formal qualification in office administration, secretarial work, or related training.

• 2-3 years of experience in a similar role.

• Exceptional ability to create a welcoming environment.

• Experience in answering and screening calls, as well as scheduling appointments.

• Ability to observe business etiquette and maintain a professional appearance.

• A working knowledge of and experience with administrative and clerical procedures and systems.

• Excellent communication and interpersonal skills.

• Excellent planning, organizational, and time management skills.

• Good analytical, problem solving, and critical thinking skills.

• A good proficiency with computers.

• Proficiency in appointments scheduling and call forwarding systems.

• Experience working with word processing, spreadsheets, and emails, including Microsoft Word, Excel, and Outlook Express.

• Working knowledge of printers, copiers, scanners, and fax machines.

• Excellent interpersonal and communication skills.