We are looking for a dependable, well-organized Office Assistant to keep our daily operations running smoothly. You will support the founder with recruitment coordination, invoicing, communication, scheduling, and general administration, acting as a central point of contact for the office.
Key Responsibilities
Candidate Screening and Recruitment Support
Review resumes and shortlist candidates against defined role requirements
Conduct initial phone screens and schedule interviews
Maintain candidate records and keep applicants informed of their status
Invoicing and Billing
Prepare and send accurate invoices to clients on time
Track payments, follow up on outstanding dues, and reconcile records
Maintain organized billing documentation for the finance team
Email Management
Monitor and manage the executive and general office emails
Prioritize messages, draft routine replies, and flag urgent matters
Maintain qualified, timely communication with clients and vendors
Calendar Management
Schedule meetings, calls,
and appointments while avoiding conflicts
Send reminders and prepare relevant materials in advance
Coordinate availability across internal teams and external contacts
Office Administration
Manage office supplies, vendor relationships, and equipment needs
Maintain filing systems, both digital and physical
Support onboarding of new team members and general day-to-day operations
Requirements
Proven experience in an administrative or office support role
Strong written and verbal communication skills
Excellent organizational and time-management abilities
Proficiency in email, calendar tools, Excel, and basic accounting or invoicing software
High attention to detail and discretion with confidential information
Ability to multitask and work independently
Preferred Qualifications
Experience with recruitment or HR coordination
Prior exposure to a fast-paced, client-facing business environment