Key Responsibilities and Required Skills for Office Support

🎯 Role Definition

The Office Support role provides essential administrative and operational assistance that keeps an office running smoothly. This position acts as the face of the company for visitors and callers, coordinates schedules and meetings, manages office supplies and facilities, processes routine financial and administrative transactions, supports HR and onboarding activities, and ensures accurate record keeping and compliance with company policies. The ideal candidate is organized, customer-focused, proficient with Microsoft Office and Google Workspace, and experienced in multi-tasking in a fast-paced environment.

Keywords: Office Support, administrative support, front desk, office administration, calendar management, travel coordination, records management, MS Office, Google Workspace, customer service.

📈 Career Progression

Typical Career Path

Entry Point From:

Receptionist / Front Desk Representative
Administrative Assistant / Office Clerk
Customer Service Representative

Advancement To:

Office Manager
Executive Assistant
Operations Coordinator / Facilities Coordinator

Lateral Moves:

HR Coordinator
Procurement / Purchasing Assistant
Records / Document Control Specialist

Core Responsibilities

Primary Functions

Greet visitors, manage the front desk, answer inbound calls and emails professionally, triage requests and route inquiries to the appropriate team members while maintaining a courteous and welcoming office environment.
Manage complex calendar coordination for multiple team members or executives, schedule meetings and conference calls, resolve scheduling conflicts, and proactively suggest optimal meeting times across time zones.
Coordinate all travel logistics including booking flights, hotels, ground transportation, preparing detailed itineraries, processing travel approvals, and reconciling travel expenses and credit card statements.
Prepare, edit and format internal and external correspondence, reports, presentations and spreadsheets using Microsoft Word, Excel, PowerPoint and Google Workspace; ensure accuracy, consistent branding and timely distribution.
Maintain accurate records and filing systems—both physical and digital—by organizing, indexing, archiving and retrieving documents while following retention and confidentiality policies.
Process invoices, purchase orders and expense reports; coordinate with accounting to code transactions, submit reimbursements, manage petty cash, and assist with basic accounts payable/receivable tasks.
Order, receive and manage office supplies, equipment and vendor relationships; maintain par levels, negotiate pricing with suppliers, track invoices, and manage returns or warranty claims.
Support onboarding and offboarding of staff by preparing workstations, user accounts, access badges, welcome materials, and coordinating IT and facilities set-up in collaboration with HR and IT.
Book and configure meeting rooms and virtual calls (Zoom, Microsoft Teams, Webex), set up A/V equipment, prepare meeting materials, and ensure rooms are stocked and presentable before and after events.
Maintain an up-to-date contact database and CRM entries, perform routine data entry with high accuracy, and generate mailing lists or distribution lists for departmental communications.
Monitor and coordinate facility maintenance and repair requests—liaise with building management, vendors and service providers to resolve issues promptly and maintain a safe working environment.
Assist with event planning and logistics for internal and external events, town halls, client visits and training sessions, including catering, seating plans, signage, attendee communications and post-event follow-up.
Implement and enforce office policies and standard operating procedures (SOPs); recommend process improvements that increase efficiency, reduce costs, or improve employee experience.
Provide primary administrative support to project teams by tracking action items, preparing meeting minutes, maintaining project documentation, and following up on deliverables to meet deadlines.
Maintain confidentiality and protect sensitive employee and company information; ensure all records and communications adhere to privacy regulations and internal security policies.
Prepare routine operational and administrative reports (office spend, supply usage, desk hoteling statistics) and present insights to managers to support budgeting and planning decisions.
Serve as a point person for incoming and outgoing mail and courier services, manage deliveries, coordinate package handling, and log important shipments to ensure timely receipt.
Support basic HR administration tasks such as tracking time-off requests, assisting with benefits paperwork, scheduling interviews, and maintaining personnel records as directed by HR.
Assist with inventory control and asset tracking for office equipment, laptops, phones and peripherals; maintain an up-to-date asset register and coordinate IT tagging or disposal processes.
Troubleshoot common office equipment issues (printers, copiers, scanners, conference room A/V) and coordinate vendor service calls to minimize downtime and maintain productivity.
Escalate facilities, security or safety issues immediately to appropriate management, coordinate emergency procedures when required, and participate in periodic office safety assessments and drills.
Build strong internal relationships across teams to anticipate administrative needs, proactively offer solutions, and act as a reliable liaison between employees, vendors and leadership.

Secondary Functions

Support ad-hoc reporting and data pulls for office metrics, headcount tracking, vendor spend, and meeting utilization to inform operational improvements.
Contribute to continuous improvement initiatives for administrative processes, automation of routine tasks, and rollout of new office tools or software.
Collaborate with cross-functional teams to translate administrative requirements into scalable workflows and documentation.
Participate in project planning, sprint check-ins or cross-departmental meetings to support operational projects and change management.
Provide backup reception and administrative coverage during peak times, employee absences or special events to ensure uninterrupted office operations.

Required Skills & Competencies

Hard Skills (Technical)

Proficiency with Microsoft Office Suite (Outlook, Excel, Word, PowerPoint) and Google Workspace (Gmail, Docs, Sheets, Calendar).
Calendar and meeting management for multiple stakeholders, including cross-time-zone coordination and room/virtual link management.
Experience with travel booking tools, expense reporting systems, and basic credit card reconciliation.
Familiarity with CRM systems, visitor management platforms, or shared office software (e.g., Salesforce, HubSpot, Envoy, Concur, Expensify).
Strong data entry skills and experience maintaining accurate digital filing systems, databases and contact lists.
Basic bookkeeping and invoice processing knowledge (purchase orders, expense approvals, petty cash).
Competence with common office equipment and conferencing A/V tools (printers, copiers, Zoom/Teams hardware).
Experience using ticketing or facilities management systems to log and track maintenance requests.
Ability to prepare and format professional presentations and reports with attention to branding and detail.
Knowledge of records retention, privacy and confidentiality best practices and compliance requirements.

Soft Skills

Excellent verbal and written communication; professional phone presence and customer service orientation.
Strong organization and time-management with the ability to prioritize competing tasks and meet tight deadlines.
High attention to detail and accuracy in data entry, document preparation and financial transactions.
Proactive problem solving and resourcefulness; anticipates needs and acts independently with minimal supervision.
Discretion and integrity when handling confidential information and sensitive employee matters.
Adaptability and calmness under pressure in a fast-paced, dynamic office environment.
Team-oriented mindset with the ability to collaborate across departments and build stakeholder relationships.
Positive attitude, professionalism, and strong interpersonal skills for interacting with all organizational levels.
Multitasking capability while maintaining service quality, even during peak periods or events.
Continuous improvement mindset — open to feedback and keen on implementing process enhancements.

Education & Experience

Educational Background

Minimum Education:
High school diploma or equivalent.

Preferred Education:
Associate’s degree or certificate in Business Administration, Office Management, Hospitality, or related field.

Relevant Fields of Study:

Business Administration
Office Management
Communications
Hospitality / Customer Service

Experience Requirements

Typical Experience Range:
1–5 years of office administration, front desk, or administrative assistant experience.

Preferred:
3+ years supporting busy offices or executive teams with demonstrated proficiency in calendar management, travel coordination, vendor management, and basic finance/expense processing. Prior experience with MS Office, Google Workspace, and at least one CRM or facilities-management tool is strongly preferred.