Office Assistant

Role Overview

Urbanwindows is looking for a reliable, well-organized, and proactive Office Assistant to enhance daily office functions and ensure a smooth, welcoming workplace. This on-site position suits individuals who excel in dynamic settings, enjoy administrative duties, and can handle multiple tasks while supporting employees and clients.

Primary Duties

• Oversee day-to-day office communication including managing phone calls, emails, and general correspondence.
• Organize, update, and maintain office records, files, and important documentation.
• Coordinate appointments, meetings, and calendar scheduling.
• Provide administrative and clerical assistance to management and team members.
• Greet visitors and clients courteously and professionally.

Office and Equipment Management

• Ensure office equipment such as printers are functioning properly and arrange maintenance when necessary.
• Monitor and restock office and kitchen supplies as required to support daily operations.
• Facilitate efficient office management to maintain seamless operations.

Meeting Support and Hospitality

• Prepare beverages including tea and coffee for staff and guests during meetings.
• Set up and maintain meeting rooms to a professional standard.
• Assist with hospitality duties during client visits and internal meetings.

Office Cleanliness and Organization

• Assist in keeping the office, kitchen, and communal areas clean and well-organized.
• Support overall presentation and readiness of office spaces for daily use.

Creative Support (Optional)

• Utilize Canva templates to create simple office materials such as flyers, social media posts, or presentations.
• Update and maintain existing templates as needed; advanced design skills are not required.

Qualifications and Skills

• Excellent phone manners and clear, professional communication skills.
• Prior experience in administrative support with familiarity in general clerical tasks.
• Competency in operating standard office equipment.
• Strong organizational capabilities with great attention to detail and the ability to juggle multiple responsibilities.
• Proficient in Microsoft Office applications including Word, Excel, and Outlook.
• Basic knowledge of Canva is advantageous for template editing tasks.
• Previous experience in office administration or customer service is a plus.