What Does An Office Assistant Do?

WHAT DOES AN OFFICE ASSISTANT DO?

Published: Dec 09, 2025 - The Office Assistant arranges appointments, manages visitors, handles and screens calls, processes routine information requests, and supports meetings and conferences through comprehensive administrative, protocol, and logistics coordination. This role involves reviewing and distributing correspondence, drafting routine responses, producing complex documents, proofreading for accuracy and compliance, initiating administrative tasks in financial, travel, and HR systems, and coordinating staff travel and related claims. The Assistant also researches and compiles information, creates spreadsheets and presentations, updates databases, assists with vacancy and contract processing, and maintains well-organized electronic and paper filing systems.

A Review of Professional Skills and Functions for Office Assistant

1. Office Assistant Duties

Visitor Greeting: Greet visitors and notify company personnel of their arrival.
Phone Handling: Take responsibility for answering phones.
Mail Processing: Receive and process incoming and outgoing mail and maintain faxes.
Record Logging: Log records received, including scanning and saving them to the document management system.
Room Scheduling: Maintain conference room scheduling and ensure appropriate setup.
File Preparation: Open new files and assist in preparing file folders.
Case List Management: Maintain the master case list.
Court Coordination: Handle court runs, coordinate with office staff, and maintain the logbook.
Attorney Scheduling: Schedule visiting attorney usage.
Event Coordination: Coordinate events such as breakfasts and luncheons as requested by the Office Administrator.
Invoice Preparation: Prepare invoice cover letters.
Court File Access: Access court files and retrieve documents from various courts.
Correspondence Drafting: Draft and proofread basic correspondence.

2. Office Assistant Details

Clinic Cleanliness: Ensure the cleanliness of the clinic.
Daily Dusting: Dust all rooms daily, including machines, tables, and blinds.
Carpet Vacuuming: Vacuum all carpets weekly.
Linen Stocking: Keep all linens fully stocked.
Restroom Cleaning: Maintain the cleanliness of the restroom by wiping down fixtures, toilets, and sinks.
Restroom Stocking: Keep all restroom products fully stocked.
Restroom Mopping: Mop restrooms weekly.
Temperature Monitoring: Maintain temperatures of hot packs and freezer packs using a tracking log.
Trash Removal: Remove all trash from cans daily.
Disinfectant Maintenance: Maintain disinfectant spray bottles for the gym for patients and members.
Administrative Assistance: Assist the Patient Service Specialist with faxing and filing.
Facility Securing: Secure the facility at the end of the day by turning down lights and locking doors.
Inventory Management: Maintain inventory and stock new inventory.

3. Office Assistant Responsibilities

Administrative Support: Provide general administrative support to the business.
Management Assistance: Assist senior management.
Payment Processing: Process payments, invoices, income, and receipts, and enter data into Xero.
Report Assistance: Assist with monthly management reports.
BAS Preparation: Prepare BAS returns and verify the accuracy of accounts.
Wage Management: Prepare employee wages and manage expense claims.
Receivable Follow-Up: Follow up on accounts receivable and resolve delivery queries.
Customer Relations: Communicate and manage relationships with customers and suppliers.
Error Identification: Alert management to errors or inconsistencies.
Meeting Scheduling: Organize and schedule meetings and appointments.
Office Organization: Organize office operations and procedures.

4. Office Assistant Job Summary

Record Filing: File paperwork to maintain organized records.
Call Routing: Answer the phone and route calls.
Packet Assembly: Assemble information packets for daily and bulk mailings.
Printing Operation: Use copiers and digital duplicators for printing tasks.
Mail Delivery: Deliver mail to the service center.
Material Assembly: Fold and assemble printed materials for distribution.
Staff Errands: Run errands for staff members.
Document Handling: Assist the administrative offices with document handling.
Faculty Support: Support faculty with basic office tasks.
Clerical Support: Contribute to smooth daily operations through general clerical support.

5. Office Assistant Accountabilities

Appointment Scheduling: Schedule patient appointments according to practice-specific protocols and patient preferences, including obtaining required pre-certification and authorization.
Information Collection: Obtain accurate and complete patient demographic and insurance information.
Record Processing: Process requests for medical records in accordance with organizational policies and procedures.
Policy Compliance: Adhere to and ensure compliance with all applicable policies, procedures, and value statements.
Office Technology Use: Use office equipment and technology, and answer telephone calls appropriately.
Patient Interaction: Professionally interact with patients and families.
Attendance Maintenance: Maintain regular and punctual attendance consistent with organizational policies and applicable federal, state, and local standards.
Procedure Compliance: Maintain compliance with all organizational policies and procedures.
Quality Participation: Participate in Quality Assurance and Quality Indicator activities.
Supply Efficiency: Practice efficient use of supplies.
Billing Assistance: Assist with billing services.

6. Office Assistant Functions

Correspondence Drafting: Type, format, and draft routine correspondence and collate tables, reports, presentations, publications, and other documentation.
Call & Visitor Screening: Receive, screen, and direct telephone calls and visitors, and respond to routine internal and external inquiries or refer them to appropriate contacts or units.
Data Management: Enter, retrieve, structure, and update selected information and data from various sources such as intranet, internet, and office files, and present results in a standard format.
File Maintenance: Set up and maintain office files and reference systems according to standard procedures.
Transaction Processing: Initiate, view, and track a variety of administrative transactions in computerized financial, travel, and human resources systems.
Meeting Support: Support the organization and administration of meetings, workshops, and events by arranging meeting rooms and required facilities.
Travel Coordination: Assist with arranging travel by organizing transport, logistics, accommodation, and documents.
Office Supply Management: Ensure the availability of office supplies and proper maintenance of office equipment.

7. Office Assistant Job Description

Appointment Coordination: Arrange appointments for the supervisor, receive visitors, place and screen telephone calls, and respond to routine information requests.
Meeting Support: Provide office, protocol, administrative, and logistics support to meetings, committees, and conferences.
Mail Processing: Review, record, distribute, and process incoming mail and correspondence, and follow up on pending actions.
Correspondence Handling: Respond to or draft responses for standard or routine correspondence and produce large, complex documents and reports using word processing software.
Document Proofreading: Proofread documents and format text for accuracy, grammar, punctuation, style, and adherence to established standards.
Administrative Transactions: Initiate general administrative tasks in computerized financial, travel, and human resources systems.
Travel Arrangements: Make travel and hotel arrangements and prepare travel authorizations and claims for staff.
Contract Assistance: Assist in the administrative processing of vacancy announcements and consultant contracts.
Information Management: Research, compile, and organize information and reference materials from various sources for reports, create spreadsheets and presentations, manage and update databases for mailing lists and other information, and maintain electronic and paper files.

8. Office Assistant Overview

Phone Handling: Answer phones appropriately.
Client Guidance: Provide direction and guidance to internal and external clients.
Call Response: Answer incoming lines within one to two rings.
Multi-Line Management: Handle multiple phone lines at a time while remaining courteous and helpful.
Guest Registration: Register guests with security.
Desk Coverage: Float between receptionist desks on different floors.
Office Services Support: Support office services.
Room Booking Assistance: Assist administrators with booking conference rooms via Outlook.
Catering Setup: Order and set up catering in a presentable manner.
Cost Efficiency: Identify cost efficiencies with catering orders.
Room Preparation: Set up conference rooms.
Technology Liaison: Liaise with technology teams, the helpdesk, and administrators to set up video conferencing and projectors.
Facility Maintenance: Ensure conference rooms are always clean and presentable, and the kitchen is neat, as well as restock and order kitchen supplies.

9. Office Assistant Details and Accountabilities

Vendor Management: Manage vendor relationships and ensure invoices are paid.
Building Coordination: Manage the building visitor system and interface with building management for maintenance issues.
Event Coordination: Coordinate meetings and events for the NY office.
Expense Reporting: Compile and review executive expense reports.
Travel Booking: Book occasional executive domestic and international travel.
Shipment Handling: Handle the FedEx account and manage all shipments.
Signature Coordination: Arrange for executive signatures on documents.
Supply Management: Order and replenish office supplies regularly.
IT Liaison: Liaise with off-site IT support for technology troubleshooting.

10. Office Assistant Tasks

Front Desk Support: Answer calls, greet visitors, run errands, and assist the CEO with daily tasks.
Executive Assistance: Assist the CEO’s assistant with various tasks.
Sample Organization: Sort and organize delivered samples.
CAD Printing: Print CADs for every new sample and file them in a binder.
Showroom Preparation: Collect new samples and hang them in the showroom.
Buyer Communication: Communicate with buyers and mail out or hand-deliver requested samples each week.
Sample Tracking: Compile a list of samples sent to buyers in Airtable.
Mail Sorting: Sort mail and deliver it to the corresponding team.
Office Support: Assist the office team with sample-related requests.
Amazon Returns Processing: Process returns from the Amazon website and scan receipts to the web team.
Claims Filing: File claims on Amazon for items returned in an unsellable condition.

11. Office Assistant Roles

Document Analysis: Assist with analyzing documents to determine project requirements.
Rate Quoting: Quote rates to clients based on project scope and specifications.
Order Setup: Set up orders and projects in the internal system accurately.
Client Coordination: Work with clients worldwide to submit orders in multiple languages.
Cost Estimation: Use internal estimation systems and tools to calculate project costs.
Detail Clarification: Clarify project details with clients to ensure accurate submissions.
Workflow Support: Coordinate with internal teams to support project workflow.
Material Review: Review incoming materials for completeness and quality.
Project Updating: Update project information as changes occur throughout the process.
Client Communication: Ensure timely communication to maintain smooth client interactions.

12. Office Assistant Additional Details

Document Handling: Draft, mail, and file sensitive documents.
Trial Support: Assist with trial preparation and conduct matter research.
Client Onboarding: Onboard new clients and track leads.
Calendar Management: Handle the firm’s calendar and scheduling.
Errand Running: Run errands such as going to the post office or courthouse.
Client Greeting: Greet clients or potential clients who come into the office and escort them to the conference room.
Professional Development: Grow in the position through continued learning and revitalization of related skill sets.
Client Liaison: Answer phone calls and emails to act as a liaison between clients and staff members and improve customer retention and referral rates.
Paperwork Management: Manage all paperwork in the office and create processes for team members to follow to ensure efficiency.
Marketing Support: Create marketing opportunities and plan events for the customer base to improve the company's reputation and visibility.
Material Purchasing: Buy materials for the office.
Progress Reporting: Produce progress reports and present them to the team regularly.
Appointment Scheduling: Schedule appointments, including travel arrangements and other company engagements.

13. Office Assistant Essential Functions

Call Handling: Answer telephones, route callers, take messages, and provide routine information promptly and courteously in accordance with departmental procedures.
EMR Assistance: Assist with electronic medical record software and related activities.
Request Processing: Process check requests and reimbursements through the system.
Supply Management: Oversee and order office supplies, including batteries, cartridges, and beverages.
Correspondence Sending: Assist in copying and sending correspondence via couriers, UPS, fax, and other methods.
Document Ordering: Order business cards and special documents from the standard registry.
Minute Taking: Assist with taking meeting minutes in administrative staff meetings.
Meeting Coordination: Schedule and coordinate meetings, including travel arrangements and catering.
Cross-Training Support: Attend cross-training and share administrative and service center duties.

14. Office Assistant Role Purpose

Student Information: Provide information about the welding department to potential and returning students.
Application Processing: Process applications for upgrading, maintain upgrading schedules, contact students regarding vacancies, register students, and record and report student attendance.
Student Assistance: Assist students with acceptance letters and applications to funding agencies and Employment Insurance claims.
Registration Guidance: Ensure welding students understand the registration process.
Document Review: Review documents to ensure students meet the prerequisites.
Sponsorship Verification: Review authorization letters from unions and companies to verify student employment and sponsorship.
Shift Coordination: Work in consultation with the Chief Instructor to arrange shift changes requested by students.
Waitlist Management: Manage a waitlist system for the upgrading programs and ensure classes are full.

15. Office Assistant General Responsibilities

Call Handling: Answer phones and direct calls appropriately.
Client Greeting: Greet clients and guests upon arrival.
Mail Management: Distribute incoming mail and prepare outgoing mail.
Prize Fulfillment: Handle prize fulfillment and ensure accurate tracking.
Data Entry Support: Assist management, sales, and accounting teams with data entry tasks.
Document Organization: Organize and file documents to maintain accurate records.
Report Creation: Create reports to support various departments.
Office Coordination: Coordinate basic office tasks to support daily operations.
Administrative Support: Provide general administrative support across teams.
Front Office Maintenance: Maintain a welcoming and efficient front-office environment.

16. Office Assistant Key Accountabilities

Customer Greeting: Greet customers and clients upon arrival.
Property Enquiries: Assist with property enquiries by providing accurate information.
Document Management: Manage documents and handle a range of administrative tasks.
Team Support: Support both the property management and sales teams with daily needs.
Inspection Assistance: Assist with scheduling and conducting property inspections.
Office Maintenance: Maintain an organized and tidy office environment.
Document Preparation: Prepare documentation required for property-related processes.
Client Communication: Coordinate communication between clients and internal teams.
Record Updating: Update records to ensure accurate and current property information.
Administrative Support: Contribute to smooth office operations through consistent administrative support.

17. Office Assistant Roles and Details

Office Coordination: Perform office assistance and coordination to support daily operations.
Finance Support: Assist the finance team with a variety of general administrative tasks.
Administrative Support: Support the wider office by handling routine administrative needs.
Task Collaboration: Work closely with the finance and administration manager to complete assigned duties.
Business Liaison: Liaise with the wider business to facilitate smooth communication.
Stationery Management: Organise stationery supplies to ensure materials are always available.
Kitchen Maintenance: Maintain kitchen supplies and restock items.
Document Preparation: Prepare basic documentation to assist internal teams.
Office Maintenance: Help maintain an orderly and efficient office environment.

18. Office Assistant Responsibilities and Key Tasks

File Maintenance: Perform file maintenance efficiently and accurately.
Department Support: Provide assistance to support coordinated efforts with other development areas.
Duty Assistance: Assist with additional department duties.
Complaint Handling: Handle complaints from incoming callers.
Record Organization: Maintain organized records to support departmental needs.
Workflow Support: Support workflow by completing tasks promptly.
Team Communication: Communicate effectively with team members when coordinating tasks.
Inquiry Response: Respond to inquiries to ensure smooth operations.
Procedure Compliance: Follow established procedures to complete assigned duties.

19. Office Assistant Duties and Roles

Customer Service: Provide customer service by greeting visitors, answering inquiries, and explaining departmental procedures.
Data Entry: Process basic data entry or maintain logs and records.
Call Direction: Direct callers to appropriate personnel.
Student Assistance: Assist students with accessing their online lab activities.
Test Administration: Assist with administering assessment tests.
Document Preparation: Use computer systems to create and proofread documents, correspondence, and reports.
Mail Distribution: Distribute and sort mail to appropriate destinations.
Document Filing: File and copy documents.

20. Office Assistant Roles and Responsibilities

Visitor & Call Handling: Receive and direct visitors, handle phone calls, take and relay messages, provide requested information, and prioritize and distribute mail.
Document Preparation: Prepare and type correspondence, memos, documents, internal and external reports, and other related materials, and distribute them.
Document Review: Review travel forms and other documents for accuracy before submitting them to the Dean for signature.
Scheduling Support: Assist the Dean with scheduling meetings and conferences.
Data Management: Assist with processing and maintaining data, records, mailing lists, databases, and files.
Appointment & Event Scheduling: Schedule appointments, rooms, and events, and process and update work orders.
Committee Support: Provide support and take notes for the Strategic Enrollment Management Committee.
Workshop Preparation: Prepare materials for workshops.
Travel & Budget Assistance: Assist Enrollment Management Directors with travel and budget documentation.
Budget Support: Assist the Dean with yearly budget documentation.
Report Compilation: Gather, organize, compile, and submit monthly reports and yearly APUs.

21. Office Assistant Responsibilities

Call Handling: Answer phones and direct calls appropriately.
Data Entry: Perform data entry, including entering payroll information.
Document Filing: File documents to maintain organized records.
Document Composition: Compose documents to support administrative tasks.
Inventory Assistance: Assist in the warehouse with part inventory.
Inventory Updating: Update inventory records to ensure accuracy.
Warehouse Support: Support warehouse staff with basic operational tasks.
Information Coordination: Coordinate information between the office and warehouse teams.

22. Office Assistant Job Summary

Customer Rapport: Establish rapport with customers, guests, and prospective guests while fielding comments, suggestions, and concerns and forwarding them to the appropriate manager.
Reservation Guidance: Create a positive guest experience by guiding callers through the reservation process.
Guest Education: Educate guests on the resort’s location and amenities.
Rental Management: Manage the site rental process to support smooth reservations.
Stay Extensions: Work with existing guests to extend their stays.
Future Booking Support: Secure future bookings by assisting guests with upcoming reservations.
Guest Identification: Identify potential new guests through interactions and support referral efforts.
Administrative Tasks: Perform administrative functions such as answering phones, typing, copying, faxing, and filing.
Record Maintenance: Complete and maintain records, reports, and files.
Payment Collection: Collect and post guest payments, processing fees, inspection fees, or other charges.
Payment Recording: Record payments in the proper accounts and issue receipts.
Property Sweeps: Perform property sweeps to ensure the grounds remain orderly.

Relevant Information

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