Office Clerk

Roles and responsibilities

We are looking for a competent Office Clerk to perform various administrative and clerical tasks to support our offices. You will undertake a variety of activities in the office ranging from filing and answering the phone to basic bookkeeping.

An effective office clerk has the ability to work diligently to help maintain smooth office operations. You must be reliable and hardworking with great communication skills. The ideal candidate will also be familiar with office equipment and procedures.

Responsibilities

• Maintain files and records so they remain updated and easily accessible
• Sort and distribute incoming mail and prepare outgoing mail (envelopes, packages, etc.)
• Answer the phone to take messages or redirect calls to appropriate colleagues
• Utilize office appliances such as a photocopier, printers etc. and computers for word processing, spreadsheet creation etc.
• Undertake basic bookkeeping tasks and issue invoices, checks etc.
• Take minutes of meetings and dictations
• Assist in office management and organization procedures
• Monitor stocks of office supplies (paper clips, stationery etc.) and report when there are shortages
• Assist in making travel arrangements and booking venues for conferences and events
• Perform other office duties as assigned

• Administrative Tasks:

  • Perform general clerical duties such as data entry, filing, photocopying, and scanning documents.
  • Maintain accurate and organized records of office activities and transactions.

• Correspondence Handling:

  • Handle incoming and outgoing communications, including emails, letters, and phone calls.
  • Route correspondence to the appropriate department or individual.

• Document Management:

  • Prepare and distribute memos, reports, and other office documentation.
  • Ensure proper organization and confidentiality of office files.

• Office Support:

  • Assist in scheduling meetings, appointments, and office events.
  • Support various departments with administrative needs.

Desired candidate profile

Proven experience as an office clerk or other clerical position
Familiarity with office procedures and basic accounting principles
Working knowledge of office devices and processes
A fast typist with knowledge in stenography and taking dictations
Very good knowledge of MS Office
Excellent communication skills
Very good organizational and multi-tasking abilities
High school diploma
Technical Skills:

Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
Typing speed of at least 40-50 words per minute with accuracy.
Knowledge of office equipment such as printers, scanners, and fax machines.
Basic understanding of data entry and record-keeping software.
Soft Skills:

Strong organizational and time-management skills.
Excellent verbal and written communication abilities.
Attention to detail and accuracy in handling tasks.
A professional and courteous demeanor with a customer-service orientation.
Behavioral Traits:

Dependable, trustworthy, and punctual.
Ability to multitask and work under pressure in a fast-paced environment.
Self-motivated with a proactive approach to problem-solving.
Team player with the ability to work independently when needed.