Office Assistant

The Hopkins Group is currently searching for an Office Assistant. The role of the Office Assistant is responsible for the coordination of the everyday office requirements for The Hopkins Group (THG), including the coordination of office operational systems, troubleshoot daily office needs, provide reception relief, and administrative support on an as needed basis to various business units within The Hopkins Group.

Main responsibilities include:

  • Support THG Receptionist as required, including answering overflow of incoming calls, relieving the Receptionist on the reception desk in the
  • Receptionists’ absence, and other reception related duties as required
  • Mail collection and delivery on daily basis
  • Manage staff car parking
  • Monitor staff mobile phone contracts
  • Manage meeting room bookings and calendars
  • Assist Property Management Team with key management
  • Assist with scanning and filing
  • Set up the office including reception, meeting rooms and kitchen before commencement of office hours
  • Maintain cleanliness of boardroom, training room, meeting rooms and general office areas (including clearing crockery, wiping tables and cleaning whiteboards)
  • Ensure kitchen is kept clean and tidy at all times, including filling and emptying dishwasher, ensuring staff are storing food appropriately and regularly cleaning and maintaining coffee machine, microwaves, fridges, oven and kettle, and kitchen supply orders are packed away as soon as reasonably possible after arrival
  • Ensure stationery room is kept orderly and stationery orders are packed away as soon as reasonably possible after arrival
  • Ensure stock/equipment for machines (such as photocopiers) is well stocked and ordered in advance of when required
  • Work with IT and phone providers to assist staff with resolving IT and phone issues and implementation matters

About you:

  • At least 1 year’s experience in office environment
  • Have excellent interpersonal and communication skills
  • Be proactive, enthusiastic and personable
  • Demonstrated ability to effectively manage conflicting priorities
  • Natural ability to develop good working relationships with both internal and external stakeholders
  • Highly motivated and the ability to think on their feet and exercise initiative
  • Be innovative and highly motivated, with the ability to work effectively in a team and individually
  • Possess high attention to detail
  • Be proficient in MS Office

Please note, only shortlisted candidates who submit their CV with a cover letter addressing the above prerequisites will be contacted.