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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.

Office Assistant

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