The responsibility of the office assistant is to provide secretarial, clerical, and administrative support to ensure that services are provided in an effective and efficient manner. He/she will be responsible for arranging and facilitating travels, meetings, and training. Manages information and communication assigned to Departments effectively and efficiently by ensuring appropriate processes and systems.
Roles and Responsibilities
Provide secretarial service: process letters and memorandums and keep files for all outgoing and incoming correspondences.
Forwards information by receiving and distributing communications, collecting and mailing correspondence, and copying information.
Inspect office equipment (Fax, LCD, Scanner, Photocopy Machine, and Printer) under custody by performing routine maintenance and completing preventive maintenance, calling for repairs, and monitoring equipment operation
Serve visitors and guests by answering questions, forwarding messages, confirming guests’ orders for accommodation, and keeping guests informed of the status.
Ensure all department documents, agreements, reports etc.… are maintained in both soft and hard copy
Assist staff with administrative duties as requested.
Record and maintain minutes of staff meetings, management meetings, and other general meetings as required to the expected standard.
Enhances organization's reputation by accepting ownership for accomplishing new and different requests; exploring opportunities to add value to the organization's accomplishments
Welcome visitors by greeting them, in person or on the telephone; answering or referring inquiries. Be professional and pleasant while interacting with guests.
Receive packages, deliveries, and letters. Schedule deliveries and follow up on missing or late deliveries.
Regularly check and sort company emails.
Keep an inventory of office supplies and ensure it is always stocked. Have an overview of the office expenses and costs.
Maintain a filing system of all required Front desk documents.
Maintain a visitor log book.
Help make travel arrangements, accommodation, or any other administrative help requested by departments.
Assist in other related tasks assigned by the manager
Reports to: The Brewery Manager
Job Requirement
Position Requirement
Academic requirement: BA / Diploma in Office Management or related fields.
Work experience: 2/4years of experience
Additional Competencies:
Excellent skills using MS Word, Excel, HR systems, and Internet Explorer.
Good time management and organizational skills.
Excellent communication & negotiation skills
Ability to work in teams and work under pressure
Proficiency of English, Amharic and Afan Oromo language is required
