Office Assistant

1. Position Summary

The Office Boy plays a vital support role in the efficient day-to-day operation of the office. This position is responsible for maintaining cleanliness, ensuring hospitality for staff and guests, assisting in document handling and delivery, supporting record keeping, and maintaining inventory levels. The ideal candidate is trustworthy, punctual, attentive to details, and has basic reading and writing skills.

2. Key Responsibilities

A. Office Maintenance & Housekeeping

• Daily cleaning and upkeep of office areas, including reception, workstations, meeting rooms, corridors and pantry.
• Dusting furniture, wiping desks, windows, and cleaning floors with appropriate cleaning agents.
• Disposing of garbage and ensuring hygiene in common areas.

B. Pantry Support & Hospitality

• Preparing and serving tea, coffee, water, or other refreshments to employees and office guests.
• Monitoring pantry items such as milk, tea, sugar, cups, and reporting low stock levels.
• Cleaning and maintaining utensils, pantry counters, and related areas.
• Supporting catering arrangements during meetings, conferences, or special events.
• Keeping track of pantry consumption logs.

C. Clerical & Administrative Assistance

• Photocopying, printing, scanning, and binding of documents as per instructions.
• Supporting the filing and organizing of physical documents.
• Running errands such as collecting/delivering documents to other departments, government offices, banks, vendors, or clients.
• Assisting in basic office tasks such as affixing labels, stapling, sealing envelopes, and sorting documents.

D. Records & Log Maintenance

Maintain and assist in updating various administrative registers, including:

• Pantry Usage Log – Daily refreshment counts and special requests.
• Courier & Dispatch Log – Incoming/outgoing mail, parcel details, and acknowledgment.
• Stationery Issuance Log – Tracking office supplies issued to employees.
• Cleaning Checklist – Signing off tasks completed in various areas.
• Errand Log – Documenting outside tasks with destination, time out/in, and purpose.
• Filing Record Log – Supporting the tracking and movement of files.
• Meeting Room Usage Log – Bookings, setup times, reset checklists.

E. Inventory & Stock Management

• Maintaining inventory of office supplies (pens, notepads, files, printer paper, etc.) and pantry consumables.
• Monitoring stock levels and reporting shortages.
• Assisting Admin in organizing and labeling supplies.
• Supporting monthly inventory reconciliation processes.

F. Meeting Room Preparation & Reset

• Ensuring cleanliness and arrangement of meeting rooms before and after use.
• Placing required materials like whiteboards, markers, notepads, water bottles, etc.
• Supporting AV or presentation setup if trained.
• Keeping track of meeting room usage through booking registers.

G. Logistics & Errands

• Collecting or delivering documents, cheques, and parcels from/to banks, courier agencies, vendors, and government offices.
• Coordinating with courier personnel and ensuring proper handover with tracking records.
• Performing internal deliveries within departments or desks

3. Required Skills & Competencies

A. Soft Skills

• Punctuality and time management
• Discipline and high level of integrity
• Polite, respectful, and service-oriented behavior
• Willingness to multitask and learn
• Ability to follow instructions properly

B. Basic Literacy & Documentation

• Ability to read and write basic English and/or local language (English/Hindi/Telugu)
• Clear handwriting for register entries
• Familiarity with alphabetical and date-based filing systems

C. Physical Fitness

• Ability to lift lightweight packages (up to 10 kg)
• Capability to stand, walk, and perform cleaning or delivery tasks for extended periods

4. Education & Experience

• Minimum Qualification: SSC / 10th Grade Pass
• Preferred: Intermediate/PUC or vocational training certification
• Experience:
• 5 to 10 years in a similar role in an office, banking, corporate, or hospitality environment
• Prior experience in basic clerical and housekeeping tasks is preferred

5. Tools & Equipment Used

• Photocopier, scanner, printer, stapler, paper cutter
• Pantry appliances: kettle, water dispenser, fridge, microwave
• Filing systems: folders, binders, labels
• Logbooks, registers, checklists (physical or basic Excel formats)

6. Reporting & Supervision

• Reports To: Admin Manager and/or HR Executive
• Receives Instructions From: Admin staff, Reception, and Department Coordinators
• Works With: Housekeeping team, pantry staff (if applicable), courier partners, office employees

7. General Conduct & Code of Work

• Maintain a neat and well-groomed appearance (uniform if applicable)
• Wear ID badge while on duty
• Respect workplace confidentiality and do not open files/documents without permission
• Avoid use of mobile phone during work hours unless work-related
• Always act in a courteous and helpful manner, especially in front of guests or clients
• Comply with all health and safety guidelines set by the office

8. Evaluation & Growth

• Performance will be reviewed based on:
• Timeliness and discipline
• Cleanliness and upkeep quality
• Accuracy of records maintained
• Responsiveness to assigned duties
• Feedback from internal staff and supervisors

Job Types: Full-time, Permanent

Pay: ₹20, ₹25,000.00 per month

Benefits:

• Cell phone reimbursement
• Health insurance
• Paid sick time
• Paid time off
• Provident Fund

Work Location: In person