We are seeking an organised and proactive Office Assistant to manage day-to-day office operations, allocate tasks among staff, and coordinate with clients for pending documents. The ideal candidate will bring discipline, follow-up ability and explicit communication to ensure that client deliverables are met on time.
Key Responsibilities
1. Office Task Allocation and Management
- Maintain a daily and weekly task register for all staff members.
- Allocate work based on each team member's skills, workload and deadlines.
- Track task progress and escalate delays to the reporting authority.
- Prepare and circulate a daily or weekly work plan.
- Ensure statutory and compliance deadlines are reflected in the task calendar.
2. Staff Coordination
- Coordinate with staff to ensure smooth execution of assigned work.
- Monitor attendance, leave records and office discipline as per firm policy.
- Maintain a record of work completed and pending for each staff member.
3. Client Document Coordination
- Follow up with clients for pending documents,
information and approvals required for registrations, compliances and filings.
- Maintain a document pendency tracker, client-wise and category-wise.
- Send timely reminders and maintain professional communication with clients through calls, emails and messages.
- Confirm receipt of documents, log them and hand them over to the concerned staff member.
- Escalate persistent pendency to the reporting authority.
4. General Office Administration
- Manage incoming and outgoing correspondence, courier and dispatch.
- Maintain office files, records and physical and digital document filing systems.
- Coordinate with vendors for office supplies, maintenance and utilities.
- Schedule meetings, appointments and client visits.