Office Representative

Office Representative Job Description Template

Our company is looking for a Office Representative to join our team.

Responsibilities:

  • Monitor office and kitchen expenses and costs;
  • Support Operations Manager on assigned projects/events;
  • Working hours: Monday – Friday 8:30am-5:30pm;
  • Work with catering vendor to provide the daily lunch for employees;
  • Welcomes visitors by greeting them, in person or on the telephone; answering or referring inquiries;
  • Prepare outgoing mail by drafting correspondence, securing parcels etc;
  • Directs visitors by maintaining employee and department directories; giving instructions;
  • Receive and sort daily mail/deliveries/couriers;
  • Maintains telecommunication system by following manufacturer’s instructions for house phone and console operation;
  • Keep updated records and files;
  • Maintain security by following procedures and controlling access via the reception desk (monitor visitor system, issue visitor badges);
  • Monitor office and kitchen supplies and place orders when necessary;
  • Check, sort and forward emails;
  • Ability to lift and/or move up to 30 pounds;
  • Update appointment calendars and schedule meetings/appointments.

Requirements:

  • Customer Service Oriented;
  • Familiarity with office machines (e.g. fax, printer etc.)Ability to be resourceful and proactive in dealing with issues that may arise;
  • Proven experience as front desk representative, agent or relevant position;
  • Knowledge of office management and basic bookkeeping;
  • Ability to organize, multitask, prioritize and work under pressure;
  • Excellent knowledge of MS Office (especially Excel and Word);
  • Strong communication and people skills – both written and verbal;
  • High School diploma; additional qualifications will be a plus.