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office support specialist

Office Support Specialist Job Description

Review this Office Support Specialist job description for a reference when building your resume. Review the qualifications and requirements listed to get an understanding of what you need to include on your resume for what employers would look for in this field.

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:

  1. 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.
  2. 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.
  3. 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.
  4. 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.
  5. 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.
  6. Office Management:
    • Oversee office supplies, equipment, and facilities to ensure a well-organized and efficient workplace.
    • Coordinate office maintenance, including repairs and safety measures.
  7. 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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