Job title : Office Assistant/Coordinator

Job Number : 80712
Division : Administration

Job Description:


GENERAL DESCRIPTION OF DUTIES:
The Office Assistant works to ensure the regular functioning of office. This includes facilitating the cleaning and maintenance of the physical office and work spaces, as well as the ordering of supplies. This position provides administrative support to the Operations Manager and the rest of his team.

DETAILED DESRIPTION OF DUTIES:
General Office Duties:
•Maintain the office disposable supply inventory, placing approved orders, receiving the goods and storing, as well as providing the necessary documentation for payment;
•Assist the Operations Manager with the maintenance of all physical inventory, when applicable, including:
•Assisting the IT Associate with the maintenance of the IT equipment inventory;:
•Maintaining the office furniture inventory, as well as placing approved orders, receiving the furniture and placement, as well as providing the necessary documentation for payment;
•Maintaining the key inventory, located in the IT Associates office, including ordering needed key copies;
•Maintain the copier in working order; including ordering needed supplies and assisting the Operations Manager with periodic product evaluation;
•Maintain the postage machine in working order, ensuring a balance is always available for staff mailings;
•Facilitate the periodic servicing of:
•Fire extinguishers (annually);
•A/C units (quarterly);
•AED machines (annually);
•Postage machine (annually);
•Copiers (as need);
•Coffee machines (quarterly);
•Ice machines (quarterly).

Administration:
•Set up the conference room; partner with the receptionist when applicable
•Manage, process and keep track of regular vendor payment requests for supplies and vendors, as well as others requested by the Operations Manager.

MINIMUM REQUIREMENTS/QUALIFICATIONS:
•Ability to work with others in a positive and courteous manner;
•Ability to set priorities, organize time effectively and efficiently, work independently and to flexibly manage multiple projects;
•Clear written and oral communication skills; with the ability to translate basic information into understandable language for all staff;
•Ability to work on problems in a methodical and careful manner;
•Ability to work in a fast paced organization
•Strong teamwork skills
•Strong attention to detail an ability to work with vendors as needed
•Willingness to assist Operations Manager with staff training and/or group presentations; and
•Possess a curiosity and interest in current IT-field developments, especially in how they relate to continuation and enhancement of Client mission.
•Ability to be flexible and adaptable, willingness to help out when needed
•Must have the ability to move office furniture for arranging a conference room when necessary

PRIOR EXPERIENCE:
Required:
•3+ years office support and/or related experience in an office environment;
•Basic computer literacy, to include use of Microsoft products (Windows, Word, EXCEL, Power Point);
•Ability to work in a multi-cultural environment.

Desirable:
•Familiarity with the non-profit environment;
•Familiarity with a multi-office (international field office) environment;
•Familiarity with a networked environment;

EDUCATION:
BA from an accredited College or University preferred or relevant work experience