Required Office Assistant - Chennai

Position Overview

We are seeking a dedicated, organized, and proactive Office Assistant to support our administrative and operational functions. The ideal candidate will be responsible for handling office tasks , coordinating communication , assisting various departments , and ensuring smooth day-to-day operations. This role requires someone with excellent communication skills , a warm personality , and the ability to work effectively under limited supervision . The Office Assistant acts as the backbone of the organization, supporting managers, employees, and clients by performing various administrative duties to maintain an efficient and professional workplace environment.

Key Responsibilities

1. Administrative Support

• Manage daily office operations and provide administrative assistance to the management and team members.
• Handle word processing, prepare letters, memos, presentations, and other documentation as required.
• Draft, edit, and format official correspondence with clarity and professionalism .
• Maintain accurate filing systems (both physical and digital) for easy retrieval of documents .
• Assist with preparing reports, maintaining records, and organizing company data.

2. Front Desk and Reception Duties

• Greet visitors, clients, and employees with a positive and welcoming attitude .
• Answer, screen, and direct phone calls to the appropriate departments or personnel.
• Handle incoming and outgoing correspondence, including emails, couriers, and postal mail .
• Schedule and coordinate appointments, meetings, and conference calls as needed.

3. Office Coordination and Support

• Coordinate office activities to ensure seamless workflow between departments.
• Maintain office supplies by monitoring inventory, placing orders, and managing stock.
• Ensure that office equipment such as printers, copiers, and phones are in good working condition.
• Collaborate with vendors, suppliers, and service providers for office-related requirements.
• Assist in organizing company events, workshops, and employee engagement activities.

4. Documentation and Record-Keeping

• Maintain employee records, invoices, bills, and other essential documents accurately.
• Update databases, spreadsheets, and systems to keep information organized and accessible .
• Assist the HR and Finance teams with basic documentation and data entry tasks .
• Ensure confidentiality and security of company information at all times.

5. Communication and Coordination

• Act as a point of contact between management, employees, and external stakeholders.
• Handle inquiries from clients and customers professionally and promptly .
• Ensure effective internal communication by circulating announcements and updates.
• Support team members by coordinating schedules and following up on tasks .

Required Skills and Competencies

1. Communication Skills

• Excellent verbal and written communication skills in English and local languages.
• Ability to draft professional emails, letters, and reports with clarity.
• Confident in interacting with employees, management, and clients .