Computer Operator cum Office Assistant

Job Title: Computer Operator cum Office Assistant

Location: [Company Location]
Department: Administration
Reports to: Office Manager / Administrative Head

Job Description:

The role of a Computer Operator cum Office Assistant is a vital support function within any organization, providing administrative and technical assistance to ensure smooth office operations. This position combines the responsibilities of operating computer systems with administrative tasks, supporting various departments, and facilitating daily office operations.

Key Responsibilities:

1. Computer Operations and Data Entry:
   • Operate computers, printers, and other office equipment efficiently to support daily operations.
   • Perform data entry tasks such as inputting customer information, processing orders, or updating databases with accuracy and attention to detail.
   • Ensure the proper functioning of office software applications, including word processing, spreadsheets, and presentation tools.
   • Generate reports, process forms, and maintain electronic records as required by various departments.
   • Troubleshoot minor computer issues and escalate to IT support if necessary.
2. Office Administration Support:
   • Assist in managing office supplies, ensuring stock levels are maintained, and placing orders when necessary.
   • Maintain and organize files, documents, and records both in electronic formats and physical storage.
   • Help with preparing and drafting correspondence, memos, and reports for internal and external communication.
   • Support scheduling, calendar management, and arranging meetings or appointments as needed.
   • Assist in organizing company events, workshops, or training sessions by coordinating with external vendors and internal teams.
3. Customer and Vendor Interaction:
   • Answer phone calls, emails, and other correspondence professionally and promptly, directing queries to the appropriate person or department.
   • Liaise with vendors, suppliers, and clients for routine communication, data collection, or processing orders.
   • Maintain records of interactions, purchases, and transactions with clients or suppliers and follow up when necessary.
4. Documentation and Record Keeping:
   • Organize and maintain accurate office documentation, ensuring compliance with company policies and legal requirements.
   • Assist in filing and organizing physical and digital documents in a manner that allows for easy retrieval.
   • Ensure that confidential information is protected and handled in accordance with privacy guidelines and policies.
   • Prepare and archive periodic reports, invoices, and other documents for auditing purposes.
5. General Office Maintenance:
   • Ensure that the office environment remains organized, clean, and conducive to productive work.
   • Coordinate the maintenance of office equipment and notify management of any repairs needed.
   • Monitor office utilities, such as printers, fax machines, and copiers, ensuring they are functional and stocked with necessary materials (e.g., ink, paper).
6. Assisting Senior Staff:
   • Provide general administrative support to senior staff and managers, handling tasks such as scheduling appointments, preparing documents, and taking meeting minutes.
   • Assist with other ad-hoc duties as required by the management, ensuring all office tasks are completed in a timely manner.

Skills and Qualifications:

• Educational Requirements: A high school diploma is required, with preference for candidates with a diploma or degree in office administration, computer applications, or a related field.
• Computer Literacy: Proficient in using computers, with knowledge of word processing, spreadsheets (Microsoft Office Suite or similar), and email applications. Experience with basic office software and operating systems is a must.
• Typing Speed and Accuracy: Ability to type quickly and accurately, ensuring error-free data entry and documentation.
• Organizational Skills: Strong ability to multitask, prioritize duties, and stay organized, even when handling multiple projects at once.
• Communication Skills: Excellent written and verbal communication skills to interact with team members, management, clients, and vendors professionally.
• Problem-Solving: Ability to identify issues with office equipment, computer systems, or administrative tasks and seek practical solutions.
• Attention to Detail: High level of accuracy in data entry, file management, and documentation tasks.
• Time Management: Ability to manage time effectively and work within deadlines.

Experience:

• Previous experience in office administration, data entry, or IT-related support is preferred but not mandatory.
• Freshers or individuals with basic office and computer knowledge are encouraged to apply.

Working Hours:

• Full-time position, typically working from Monday to Friday, 9:00 AM to 6:00 PM. Flexibility may be required during busy periods or project deadlines.

Career Growth:

• As a Computer Operator cum Office Assistant, individuals can progress into higher administrative roles, such as Office Manager, Administrative Coordinator, or Executive Assistant, depending on their performance and interest.

Conclusion: The role of Computer Operator cum Office Assistant offers an excellent opportunity for individuals looking to start or advance their career in office administration and support. This versatile position allows employees to gain exposure to various functions, from technical operations to customer service, making it an essential role for the efficient functioning of an organization. With strong organizational skills, technical proficiency, and a proactive attitude, employees can make significant contributions to the company's overall success.

Place of work