Job Title: Office Support Specialist
As an Office Support Specialist, you will play a crucial role in ensuring the smooth operation of our office. You will be responsible for general office duties, reception duties, administrative support, and coordination of office activities.
* Answer phone calls, direct calls, and take messages promptly.
* Receive and direct visitors, provide a welcoming environment.
* Collect and distribute incoming mail and emails.
* Manage inventory and replace office supplies as needed.
* Maintain the company filing system and ensure efficient records management.
* Coordinate service and maintenance of office equipment.
* Assist in arranging bookings, meetings, and conferences.
* Liaise with universities for work experience student placements.
* Provide administrative support to the Operations Manager and project teams.
* Manage petty cash and receipts accurately.
* Assist in scheduling meetings and taking minutes as required.
* Sources information for report development and follow up on supplier quotes.
* Provide operational support and instruction in Vista software.
* Assist accounts payable with end of month invoicing.
* Match invoices with purchase orders, code, and verify accuracy for data entry.
* Maintain vendor accounts and process purchase orders efficiently.
* Assist with site set-up and other duties as directed by management.
In order to succeed in this role, you will require:
* Higher school certificate or equivalent.
* Minimum 5 years of previous administration experience (desirable but not required).
* Intermediate to advanced skills in Microsoft Office and general computer operations.
* Experience in accounts payable and invoicing (desirable but not required).
* Excellent oral and written communication skills.
* Ability to multitask, manage time effectively, and work autonomously.
* Experience in operating phone systems, fax machines, and office equipment.