Office Support Specialist Job Description
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SUMMARY:
The Office Support Specialist is a crucial member of the administrative team, responsible for a wide range of tasks that ensure the smooth operation of an office. This role involves providing support to employees, managing office procedures, and contributing to a well-organized and efficient work environment.
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FUNCTIONAL DUTIES:
- Administrative Assistance:
- Provide administrative support to various departments and teams by assisting with tasks such as document preparation, data entry, and information distribution.
- Collaborate on special projects and assignments as needed.
- Communication and Correspondence:
- Manage phone calls, emails, and inquiries, serving as a point of contact for internal and external communications.
- Screen and direct communications to the appropriate personnel.
- Draft, edit, and proofread written correspondence on behalf of colleagues.
- Document Control and Filing:
- Create, format, and proofread documents, correspondence, and reports.
- Maintain organized physical and digital filing systems, ensuring archiving and retrieval processes are efficient.
- Enforce document version control and access permissions.
- Meeting and Calendar Coordination:
- Schedule and manage appointments, meetings, and conference calls.
- Prepare meeting agendas, materials, and presentations.
- Record meeting minutes and follow up on action items.
- Data Entry and Reporting:
- Accurately input data into databases, spreadsheets, and software systems.
- Generate, maintain, and update reports, charts, and graphs.
- Assist in data analysis and presentation preparation.
- Office Management:
- Oversee office supplies, equipment, and facilities to ensure a well-organized and efficient workplace.
- Coordinate office maintenance, including repairs and safety measures.
- Visitor and Guest Services:
- Greet and assist visitors, clients, and guests in a professional and welcoming manner.
- Coordinate visitor access, security clearances, and event logistics.
REQUIREMENTS:
- High school diploma or equivalent (Associate’s degree or relevant certification is a plus).
- Proven experience as an office support specialist or in a similar role.
- Proficiency in office software, including Microsoft Office or Google Workspace.
- Strong organizational and time management skills.
- Excellent written and verbal communication skills.
- Detail-oriented with a commitment to accuracy.
- Ability to multitask and prioritize tasks effectively.
- Professionalism and strong interpersonal skills.
- Familiarity with office equipment and basic IT troubleshooting.
- Knowledge of industry-specific regulations and compliance requirements is a plus.
Note: This job description is intended to provide a general overview of the position and is not exhaustive. Duties and responsibilities may be adjusted to meet the specific needs of the organization.
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