Office Assistant

The Office Assistant supports the Office Manager in maintaining the efficient day-to-day operation of Automotive Art Guyana’s administrative office. This role provides general administrative support, manages incoming communications, assists with filing and documentation, and helps coordinate appointments and internal office activities.

The Office Assistant acts as a key point of contact for incoming phone calls and visitors, ensuring inquiries are directed to the correct department promptly and professionally. This role also assists with office organization, record management, and various administrative tasks that support smooth office operations.

The position requires strong organizational skills, professionalism, attention to detail, and the ability to work cooperatively within a fast-paced office environment.

·        Minimum CXC or equivalent secondary education.

·        Previous experience in office administration or receptionist duties is an asset.

·        Basic proficiency in Microsoft Office (Word, Excel, Outlook).

·        Strong communication and interpersonal skills.

·        Good organizational skills and attention to detail.

·        Professional phone etiquette and customer service skills.

·        Ability to follow instructions and work under supervision.

·        Alignment with company vision and values.

Primary Responsibilities

Front Desk & Communication Support

·        Answer incoming phone calls in a professional and courteous manner.

·        Route calls and inquiries to the appropriate department or staff member.

·        Take accurate messages when necessary and ensure they are delivered promptly.

·        Assist with greeting and directing visitors or customers who enter the office.

·        Ensure professional communication standards are maintained at all times.

Appointment & Administrative Coordinaiton

·        Assist with scheduling appointments and meetings when required.

·        Maintain basic calendars or appointment logs as directed by the Office Manager.

·        Ensure appointments are recorded clearly and communicated to the relevant staff.

·        Assist with administrative coordination for internal meetings or office activities when required.

Filing & Record Management

·        Assist in maintaining organized physical and digital filing systems in accordance with company procedures.

·        File documents accurately and ensure records are easily retrievable when required.

·        Assist with organizing administrative records, vendor documentation, and internal paperwork.

·        Ensure files are kept neat, labeled, and maintained properly.

Office Administration Support

·        Assist the Office Manager with general office administrative tasks.

·        Help maintain office supplies and consumables by notifying the Office Manager when stock levels are low.

·        Assist in organizing documents, forms, and office materials.

·        Support general administrative functions required for the smooth operation of the office.

Customer Account & Payment Follow-Up Support

·        Assist the accounts department by contacting customers regarding outstanding balances on their accounts.

·        Make courteous and professional calls to customers to remind them of outstanding invoices and request updates on payment status.

·        Assist customers who call the office with inquiries regarding their account balances by directing them to the appropriate department or providing basic account information when authorized.

·        Record and document customer commitments or intended payment dates accurately.

·        Ensure notes regarding payment promises or discussions are communicated to the accounts department or relevant staff.

·        Maintain professionalism and accuracy when discussing customer accounts and confidential financial information.

General Office Assistance

·        Provide assistance to departments when basic administrative support is required.

·        Assist with preparing documents, forms, and office materials.

·        Support office organization and cleanliness by ensuring work areas remain orderly.

·        Carry out other administrative tasks assigned by the Office Manager or management team.

Teamwork & Professional Conduct

·        Uphold the company’s core values of professionalism, organization, and reliability.

·        Maintain confidentiality of company information and records.

·        Demonstrate dependability, attention to detail, and a positive work attitude.

·        Work cooperatively with the Office Manager and other departments.

·        Exhibit professionalism when interacting with customers, vendors, and colleagues.