Back office Assistant

Job Description

• Back Office Assistants are the backbone of an organization, ensuring smooth operations by handling administrative tasks, data entry, and support functions. They work behind the scenes to maintain records, process transactions, and support front office staff. Junior roles focus on learning and executing basic tasks, while senior roles involve overseeing processes, improving efficiency, and managing team
• Maintain record of petty expenses that take place in the office daily.
• Maintain office stationery and pantry items.
• Negotiate with vendors on regular basis to get better deals for bulk orders for office needs.
• Maintain the file room and ensure that files are reconciled on a regular basis.
• Work actively with the IT executive to ensure that all hardware and software tools in all workstations are in place.
• Work with the IT executive to ensure that passwords are not breached across workstations.
• Ensure confidential information is not moved from one workstation to another.
• Report any anomalous behaviour like data theft, identity mismatch.
• Suggest workflow improvements in back-office processes.
• Seek approvals from all stakeholders in the back-office improvements processes-examine the As-Is and implement the Should-Be.
• Develop tools for digital security policy of the organisation and ensure that all the employees are aware of the policy and the repercussions of not following the same
• Excellent verbal and written communication skills.
• Strong proficiency in trouble shooting hardware and software issues.
• Experience in managing LANs, WANs, and VPNs.
• Strong organisational and multitasking abilities.
• Strong diligence when it comes to managing the office.
• Proficiency in Microsoft office Suite (Word, Excel, Outlook) or similar software.
• Proficiency in data security tools to ensure that files and documents remain safe in hard format and digital format.
• Proficiency in Cloud security tools to ensure that documents are saved for all stakeholders.
• Professional appearance and demeanour to receive internal and external stakeholders.
• Ability to manage sensitive information with discretion.
• Manage and reconcile daily office inventory levels.
• Keep stock of the office inventory that is expiring.
• Maintain compliance with safety and security protocols

Keyskills :
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