Duties and Responsibilities of an office manager

• Organizing meetings and managing databases
• Booking transport and accommodation
• Organizing company events or conferences
• Ordering stationery and furniture
• Dealing with correspondence, complaints and queries
• Preparing letters, presentations and reports
• Supervising and monitoring the work of administrative staff
• Managing office budgets
• Liaising with staff, suppliers and clients
• Implementing and maintaining procedures/office administrative systems
• Delegating tasks to junior employees
• Organizing induction programs for new employees
• Ensuring that health and safety policies are up to date
• Attending meetings with senior management
• Assisting the organisation’s HR function by keeping personnel records up to date, arranging interviews and so on.

Duties and responsibilities of a Secretary

• Liaising with the Chair to plan meetings
• Receiving agenda items from committee members
• Circulating agendas and reports
• Taking minutes (unless there is a minutes secretary)
• Circulating approved minutes
• Checking that agreed actions are carried out.
• Filing minutes and reports
• Keeping a record of the organisation’s activities
• Keeping a diary of future activities
• Acting as custodian of the organisation’s governing documents 
• Checking quorum is present at meetings
• Responding to all committee correspondence
• filing all committee correspondence received and copies of replies sent
• keeping a record of any of the organisation’s publications (e.g. leaflets or newsletters) 
• Preparing a report of the organisation’s activities for the year, for the Annual General Meeting. 
• maintaining diaries and arranging appointments

Duties and Responsibilities of Administrative Assistant 

• Answer phones and greet visitors
• Schedule appointments and maintain calendars
• Schedule and coordinate staff and other meetings
• Collate and distribute mail
• Prepare communications, such as memos, emails, invoices, reports and other correspondence
• Write and edit documents from letters to reports and instructional documents
• Create and maintain filing systems, both electronic and physical
• Manage accounts and perform bookkeeping
• Answer and direct phone calls
• Organize and schedule appointments and meetings
• Maintain contact lists
• Produce and distribute correspondence memos, letters, faxes, and forms
• Assist in the preparation of regularly scheduled reports
• Develop and maintain a filing system
• Order office supplies
• Book travel arrangements
• Answer telephone calls and pass them on
• Manage staff appointments
• Oversee and supervise the work of junior staff
• Maintain up-to-date employee holiday records
• Coordinate repairs to office equipment

Duties and Responsibilities of Customer Service Representative

• At all times, exhibiting a positive, empathetic, and professional attitude toward customers.
• Prompt response to customer inquiries.
• Customer communication via a variety of channels.
• Receipt and resolution of customer complaints.
• Knowing our products inside and out so that you can efficiently respond to inquiries.
• Processing orders, forms, applications, and requests.
• Maintaining records of customer interactions, transactions, feedback, and complaints.
• Whenever necessary, communicating and coordinating with colleagues.
• Providing feedback on the customer service process’s efficiency.
• Managing a team of junior customer service representatives.
• Ensure customer satisfaction and provide prompt customer service.

Duties and responsibilities of a Receptionist

• Receiving visitors at the front desk, welcoming and directing them appropriately
• Meeting and greeting clients
• Scheduling meetings
• Organizing messengers
• Maintaining an orderly reception area
• Telephone answering and forwarding
• Telephone call screening
• Sorting and dispersing mail
• Keep updated records of office expenses and costs.

Duties and responsibilities of an office clerk

• Answering phones at a reception desk or in a particular department and transferring calls as necessary
• Sorting and delivering incoming mail, as well as collecting and transmitting outgoing mail
• Create and maintain documents, as well as memos and emails.
• Making logistical arrangements for meetings or conferences, which may include booking travel, making reservations, or coordinating rental arrangements.
• Conducting errands and delivering items around the office or to third parties
• Organizing, collecting, and filing office documents, such as reports and confidential records
• Organizing electronic documents, including encrypted documents and email correspondence
• Keeping an eye on the office’s inventory and ordering supplies
• Taking minutes, memos, and/or agendas during meetings and transcribing or taking notes during meetings
• Creating or processing invoices, estimates, or other documents
• Assisting with accounts payable and receivable, as well as performing basic bookkeeping and banking tasks
• Packaging and shipping materials for businesses

Duties and responsibilities of a Supervisor

• Workflow management.
• Induction of new hires.
• Creating and managing team schedules.
• Reporting to human resources and senior management.
• Evaluating and providing feedback on performance.
• Identifying and pursuing opportunities for career advancement.
• Assisting in the resolution of employee issues and conflicts.