Primary Focus
The Office Administrative Assistant is to provide high level administrative services within the Investment Banking Division, during normal office hours. He/she is to be pro-active; ensuring distribution/collection and other ad-hoc services provided are accurate, timely and responsive service equating to agreed service levels.
Key Responsibilities
General
■ Self-management
■ Sustain a working approach which is self-motivated, performing duties effectively and safely with a full understanding of the role
■ Be committed to working in order to support the best interests of Williams Lea and the client, contributing towards their goal
Customer Service
■ Exhibit a professional and customer focused approach in all dealings with Investment Banking Division personnel
Operations
■ Sorting, distributing and collecting mail, newspapers and magazines (Internal and External)
■ Delivering Internal and external tracked items
■ Support simple Reprographics requests such as document copying, scanning, binding
■ Work closely with the Mailroom and Reprographics teams for urgent mail/print requests
■ Stock-take and order stationery and paper for department
■ Monitor status, top up paper/consumables of all copiers/printers/fax machines within department
■ To manage the department’s facsimile requirements, including collection and distribution
■ To maintain the department’s library of newspapers, periodicals and officials publications and to ensure that they are updated and filed as required
■ Package and label documents or other requested materials for local/overseas shipping or courier delivery
■ To make external dispatch runs within the CBD (City) area, or as instructed by the Office Manager, for official purposesonly
■ Perform any other office administrative tasks assigned
■ To maintain a clean and tidy work area
■ Understand and comply with Health & Safety regulations in line with company’s and client’s Health and Safety Policies
Key personal attributes
■ Provide a high level of customer service in all activities, demonstrating pride and professionalism at all times
■ All telephone calls are answered within a specified timing, in a professional manner, and all client requests are followed through with professional approach
■ Understand the importance of the client’s request, discuss and agree to requests once understood
■ Provide other related value-add services – explore service improvements through innovations and use of technology
Key Competencies
■ Client focus
■ Team skills
Key Qualifications and Experience (Including Technical Skills)
■ Educated to minimum college level
■ Computer literate and experienced in MS Office Suite
