Trending Talent: Office Assistant (Readvertisement)
Job Title: Office Assistant (Readvertisement)
Location: Gaborone
Closing Date: 31 January 2025
Job Overview
Are you someone who takes pride in maintaining an organized, clean, and efficient working environment? If so, we invite you to apply for the position of Office Assistant at our company, based in Gaborone. We are looking for a professional, reliable, and dedicated individual to provide essential administrative support and ensure that the office runs smoothly on a day-to-day basis.
As an Office Assistant, you will play a key role in maintaining a welcoming and tidy office environment for both staff and guests. You will be responsible for overseeing office hygiene, assisting with various office events, managing the reception area, and helping with general administrative tasks. Your efforts will contribute to the overall success of our team by ensuring the office operates efficiently, comfortably, and professionally.
The ideal candidate will have a passion for cleanliness, organization, and hospitality. You will need to be physically active, detail-oriented, and have the ability to work independently and as part of a team. Your role will be crucial in creating a productive work environment for everyone in the office.
Key Responsibilities
Office Hygiene Management
As an Office Assistant, maintaining cleanliness throughout the office is one of your most important responsibilities. It is crucial that the work environment is always clean, safe, and conducive to productivity. This includes ensuring that the office is neat and organized, creating a professional and comfortable space for employees and visitors.
You will be expected to conduct regular checks to ensure cleanliness in all areas of the office. This means keeping workspaces, common areas, hallways, restrooms, and the kitchen area free of any debris or clutter. It is your responsibility to ensure that the environment remains visually appealing and hygienic for everyone. This also includes ensuring that all office materials and furniture are properly arranged, allowing the space to function efficiently.
A key part of your duties will be managing stock supplies for the office. You will need to regularly check the stock of cleaning products, paper goods, and other necessary supplies. When stock is low, it will be your responsibility to order new supplies and ensure that they are available for use. You will also retrieve supplies from the storeroom as needed, ensuring the office is well-equipped at all times. Keeping an inventory of supplies is important to avoid running out of essential items unexpectedly.
In addition to this, you will ensure the office’s kitchen is well-maintained throughout the day. You will clean the kitchen area during lunch breaks and at other times when necessary. You will also be tasked with collecting used cups, plates, and utensils from desks and common areas, ensuring that they are washed and kept in proper storage.
As part of the hygiene management, you will also place orders for cleaning materials, as well as refreshments like tea, coffee, and snacks, to ensure that the office always has what it needs to stay clean and comfortable.
Refreshment Service
Another vital part of your role will be preparing and serving refreshments to staff and guests. Ensuring that staff have access to quality refreshments during their breaks contributes to a positive work environment and boosts overall morale.
When guests arrive at the office, you will be responsible for greeting them with a warm and professional demeanor, offering refreshments, and ensuring they are comfortable during their visit. You will prepare and serve tea, coffee, and other refreshments, ensuring a high standard of service and presentation. For staff members, you will be responsible for serving refreshments during break times, ensuring that everyone feels taken care of and has the opportunity to relax during their workday.
This aspect of the role also includes monitoring stock levels of beverages and snacks to ensure that the kitchen is always stocked with refreshments. You will regularly check the supplies, make orders when necessary, and ensure everything is ready to be served when required. Your role will directly impact the overall comfort and experience of both guests and staff members.
Office Management
In addition to the hygiene and refreshment service tasks, your role will involve assisting with various aspects of office management. This includes supporting office events, managing the reception area, and assisting with administrative tasks for different departments.
You will play an important part in helping organize and coordinate office events, such as team celebrations, birthdays, and other special activities. These events contribute to building a strong office culture, and your support in organizing them will ensure that everything runs smoothly. This might involve tasks like setting up decorations, organizing catering, or helping to coordinate schedules and activities for the event.
When reception cover is required, you will step in and ensure that the front desk is managed professionally and efficiently. This includes answering incoming calls, greeting visitors, and ensuring that they are directed to the correct person or department. You will be the first point of contact for guests and clients, so your role in maintaining a professional and welcoming atmosphere will be crucial.
In addition to reception duties, you will be responsible for general office administration. This will include managing meeting room bookings, ensuring that the boardroom and other meeting spaces are properly prepared for use. You will oversee the setup of the rooms, ensuring all necessary equipment is available, and the space is tidy for the meeting.
Your role will also include monitoring staff movements and attendance records. You will need to keep track of the daily attendance of staff members, including recording any absences and ensuring accurate records are maintained.
Qualifications and Experience
The Office Assistant role requires someone with a solid educational background and practical experience in office management or a similar field. The following qualifications and experience are necessary for the role:
- Education: A Grade 12 / Botswana General Certificate of Secondary Examination (BGCSE) or equivalent qualification is required. This ensures you have the necessary foundational knowledge to carry out the duties of the job.
- Experience: You should have at least 2-3 years of experience in a similar role within an office or administrative environment. Experience in office hygiene management, reception duties, and event coordination will be highly beneficial in performing the tasks effectively.
- Other Requirements:
- A professional appearance is important for this role, as you will be interacting with both guests and staff members regularly.
- Strong hygiene standards are crucial to the job as you will be responsible for maintaining a clean and organized office environment.
- The role requires physical activity, so you should be comfortable standing for long periods of time, as well as moving around the office regularly.
How to Apply
Interested candidates who meet the qualifications and requirements for the Office Assistant position are encouraged to submit their applications by the closing date of 31 January 2025. Please ensure your application reflects the skills, experience, and dedication you would bring to the role.