Office Services Assistant Job Description

Office Services Assistant Job Description

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Office services assistant provides general clerical/office support to unit management such as filing, opening mail, word processing, receptionist duties, basic bookkeeping, calculating, and posting charges to departmental accounts, operating basic office equipment.

Office Services Assistant Duties & Responsibilities

To write an effective office services assistant job description, begin by listing detailed duties, responsibilities and expectations. We have included office services assistant job description templates that you can modify and use.

Sample responsibilities for this position include:

Preparation of customized excel spreadsheets
Monitor working order of office equipment and place service calls when required
Assist all staff on use of office equipment
Back up receptionist duties
Recordkeeping, accounts payable and invoice processing
Assist with coordination of meetings and events
Oversee and liaise with Regional Director on various compliance and audit related requirements
Inventory management of computer hardware and liaise with tech group to provide support to PB office staff
Video/Vidyo meetings set up
Attendance and Shared Calendar maintenance and compliance

Office Services Assistant Qualifications

Qualifications for a job description may include education, certification, and experience.

Licensing or Certifications for Office Services Assistant

List any licenses or certifications required by the position: NI, FULL, VCIN, SSS, SHRM, WHS, SCGA, CRA, ICRM, NAGARA

Education for Office Services Assistant

Typically a job would require a certain level of education.

Employers hiring for the office services assistant job most commonly would prefer for their future employee to have a relevant degree such as Bachelor's and Associate Degree in Education, Legal, Associates, Paralegal Studies, Graduate, Business, Faculty, Communication, Management, Health

Skills for Office Services Assistant

Desired skills for office services assistant include:

Punctuation
Excel
General office and clerical practices and procedures
Microsoft Word
Basic mathematics
PowerPoint
General office practices and procedures
Standard English grammar
Filing systems
Office equipment

Desired experience for office services assistant includes:

Circulate continuity plan updates
Oversee Palm Beach office building procedures/requirements
Ensure timely filings of business licenses, insurance, real estate taxes, corporate car documentation
Overall backup to other office service functions
Event planning and client mailings
Processing outgoing mail using Pitney Bowes postage meter

Office Services Assistant Examples

1

Office Services Assistant Job Description

Job Description Example
Our company is looking for an office services assistant. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for office services assistant
  • Monitor conference room schedule to determine required set ups and clean up
  • Sort and distribute incoming USPS mail, package deliveries, faxes
  • Sort and affix correct postage on outgoing USPS mail
  • Stock office supplies cabinets throughout office
  • Maintain copying machines and fax machines are in good working order
  • Supervise all-around maintenance of ad hoc projects
  • Have 10+ years successful work experience supporting a senior executive in a fast-paced work environment
  • Exceptional attention to detail and the ability to maintain confidentiality
  • Be a self-motivated, team player, skilled at multi-tasking and able work with limited guidance
  • Be exacting and adept at implementing and monitoring complex travel plans and schedules which can be subject to change
Qualifications for office services assistant
  • Operate with composure and flexibility under pressure
  • Demonstrate sound judgment with complex business situations
  • Have the ability to see the big picture the details
  • Have the ability to work effectively under pressure and within time constraints, flexibility
  • Manage highly sensitive material with the utmost professionalism and confidentiality
  • Know how to take effective and sometimes pre-emptive action without having to know the total picture
2

Office Services Assistant Job Description

Job Description Example
Our company is looking for an office services assistant. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for office services assistant
  • Prepares and maintains the physical space, including workstations, offices, teaming rooms, kitchens and conference rooms
  • Prepares meeting spaces by configuring room according to customer’s request
  • Tears-down meeting space by ensuring clean-up of food and supplies
  • Inventories DCafe and office supplies
  • Provides relief coverage for Reception Desk
  • Process request for payment (RFP) and related activities using APNet, interacting with national business centers and Finance as required
  • Meeting Room and Catering Request Administration – The Office Services Assistant manages meeting and conference room reservations, orders catered meals (breakfast, lunches) for meetings, and reserves and handles equipment for meeting rooms (LCD projectors, overhead projectors )
  • Maintain Reception Documents – The Office Services Assistant maintains reception documents by distributing incoming courier packages, checking incoming fax server line inbox and distributing faxes, preparation of outgoing mail
  • Distribute and collect mail
  • Run large photocopy projects
Qualifications for office services assistant
  • Must be highly organized, self-motivated, and proactive
  • Ability to adapt to quick-pace and high-volume of work
  • Ability to manage confidential information received from various sources with the utmost professionalism
  • Excellent organizational skills including the ability to multi-task and prioritize work
  • Excellent networking and communication skills required to process large volumes of information both internally and externally
  • Ability to supervise, including assigning and reviewing work, monitoring progress, evaluating performance and instituting progressive discipline
3

Office Services Assistant Job Description

Job Description Example
Our innovative and growing company is looking to fill the role of office services assistant. If you are looking for an exciting place to work, please take a look at the list of qualifications below.
Responsibilities for office services assistant
  • Provide errand and delivery service outside of office as directed by Business Services Manager
  • Stock all network printer stations with paper and toner cartridges
  • Stock and clean copy/mail room
  • Move small item office furniture such as chairs, tables (on wheels) for meeting room set-up
  • Assisting with final packaging, copying, binding of deck copies
  • Engage in the process of determining eligibility of students for accommodations through review of documentation, consultation with administrators and professionals, and intake interviews with students
  • Coordinate the student services process including accommodation notification, record keeping, follow-up reviews and data collection
  • Partner with colleagues in the Office of the Dean of the College, Counseling and Psychological Services, University Health Services and serve as a resource for other campus constituents relating to disability and accessibility
  • Respond to student related disability inquiries from faculty and administrators
  • Collaborate with Accommodations Coordinator to implement accommodations and resolve issues
Qualifications for office services assistant
  • Must have flexibility to work overtime as required, travel to support two other offices, locally
  • Ability to assist staff with problems as they arise
  • Ability to research information, analyze data and develop corresponding recommendations and plans of action
  • High school diploma, secretarial school degree, or equivalent degree
  • Assist the Director in advancing physical and technological accessibility and employment accommodations through outreach to University Community by participation on committees and conducting trainings as needed
  • Work with ODS colleagues to support initiatives of the ODS Center
4

Office Services Assistant Job Description

Job Description Example
Our company is growing rapidly and is looking to fill the role of office services assistant. If you are looking for an exciting place to work, please take a look at the list of qualifications below.
Responsibilities for office services assistant
  • Generate and update ODS website content and other promotional materials
  • As needed, provide back-up to Office Services staff
  • Maintain office correspondence related to student registration
  • Plan and organize work to meet established Office Services schedules
  • Maintain proficiency with current postal regulations
  • Perform basic document reproduction tasks including operating the Xerox/Canon equipment to reproduce documents, assembling binders, collating materials, and binding documents
  • Assist with conference room furniture arrangement and office moves
  • Produce quality work in a fast-paced environment, meeting deadlines and customer expectations for quality and accuracy
  • Inventories cafe and office supplies
  • Prepare purchase orders for supplies and materials for office use
Qualifications for office services assistant
  • Self starter with high degree of flexibility and ability to work in a fast-paced environment
  • High degree of integrity and a positive attitude
  • 1-2 years in an office or customer services environment
  • Ability to spend significant time walking and standing
  • High school diploma or equivalent plus three to five years work experience
  • Applicants must currently reside in Germany and have an active SOFA status
5

Office Services Assistant Job Description

Job Description Example
Our growing company is looking for an office services assistant. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for office services assistant
  • Walk the floors on a daily basis and confirm all conference rooms are clean, all equipment is functioning correctly, confirm the number of required chairs are in the space, confirming phones are updated and working accordingly
  • Learn all roles in Office Services and rotate in/out as needed
  • Walk the floors on a weekly basis to confirm all employee signage is up to date and correct where necessary
  • Work the Office Services “In-box” in Outlook as needed and respond accordingly
  • Distribute and stock any supplies and/or snacks on all floors
  • Assist with setups/breakdowns of the Community Area for special events
  • Assist with employee moves, new hires and exits when needed
  • Manage and update inventory of all items in onsite and offsite storage
  • Flexibility to step into other areas as requested by the Office Services Team
  • Responsible for badge management
Qualifications for office services assistant
  • Liaison for coffee supplier
  • Applicants must currently reside in Korea and have an active SOFA status
  • Must live within a commutable distance from Austin, Minnesota (Relocation/housing assistance is not provided)
  • High School Diploma or GED (minimal)
  • High School diplomas
  • Ability to exercise judgment within defined procedures and policies to determine appropriate action

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