Office Clerk

Job title : Office Clerk

Job Summary

• Responsible for providing efficient day-to-day clerical and administrative support to the office.
• Maintain accurate records and documents, handle data entry and routine correspondence, assist with office supplies and filing, support staff and visitors, and ensure administrative tasks are completed accurately, promptly, and professionally.
• Maintain confidentiality, good organization, and a clean and orderly office environment.

Job Responsibilities
Office Administration:

• Perform routine clerical and administrative duties to support smooth office operations.
• Receive, sort, distribute, and organize incoming documents, letters, forms, and correspondence.
• Prepare, photocopy, scan, print, file, and distribute documents as required.
• Assist with meeting arrangements and preparation of basic administrative materials.
• Maintain a professional, organized, and orderly office environment.

Document & Record Management:

• Create, organize, update, and maintain physical and electronic files and records.
• Ensure documents are properly labelled, filed, and easy to retrieve.
• Maintain accurate administrative records and registers.
• Assist with archiving outdated records in accordance with company procedures.
• Handle confidential documents responsibly and prevent unauthorized access.

Data Entry & Reporting:

• Enter information accurately into Microsoft Excel, Word, company systems, and approved platforms.
• Update staff, office, inventory, and administrative records as assigned.
• Check entered information for accuracy and completeness.
• Assist in preparing routine administrative reports, lists, schedules, and summaries.
• Report missing, incorrect, or unusual information to the supervisor.

Communication & Correspondence:

• Receive and direct telephone calls, messages, emails, and visitors appropriately.
• Assist with routine internal and external correspondence.
• Respond to basic administrative inquiries professionally and escalate matters outside assigned authority.
• Maintain clear and respectful communication with colleagues, visitors, suppliers, and service providers.

Office Supplies & Inventory:

• Monitor stationery, printing materials, drinking water, cleaning supplies, and other routine office items.
• Maintain basic records of office-supply usage and stock levels.
• Notify the supervisor when supplies are low or additional items are required.
• Assist with receiving, checking, storing, and distributing office supplies.
• Report damaged or faulty office equipment promptly.

Staff & Visitor Support:

• Assist employees with routine administrative requests and general office needs.
• Welcome visitors professionally and direct them to the appropriate person or department.
• Assist with onboarding-related administrative preparation when assigned.
• Support staff welfare and office arrangements as directed by HR/Admin.

General Administrative Support:

• Assist HR/Admin and other departments with clerical tasks when required.
• Support preparation of company notices, forms, registers, and administrative materials.
• Assist with printing, scanning, photocopying, document distribution, and other routine office duties.
• Perform other reasonable duties assigned by the supervisor or management.

Job Authorities
Administrative Operation: 

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• Access and update routine office records necessary for assigned duties.
• Request clarification where documents or information are incomplete or inaccurate.
• Escalate administrative issues that cannot be resolved within assigned responsibilities.

Document Control:

• Refuse to release confidential or restricted documents to unauthorized persons.
• Request proper authorization before copying, distributing, or disclosing sensitive information.

Office Supplies:

• Report insufficient, damaged, or missing office supplies and equipment.
• Recommend reasonable replenishment of frequently used office materials.

Authority Restrictions:

• Cannot approve company expenses, purchases, leave, recruitment, salary adjustments, or disciplinary actions unless specifically authorized.
• Cannot disclose confidential company, employee, customer, or business information without authorization.

Working Conditions:

• Work Location: Company office and other authorized work locations as assigned.
• Work Environment: Primarily an indoor office environment involving regular computer use, document handling, telephone communication, and interaction with employees and visitors.
• Working Hours: Regular company working hours; additional hours may occasionally be required for urgent administrative activities.
• Labor Intensity: Low to medium; requires prolonged sitting and computer operation, with occasional movement, filing, document handling, and standing.
• Professional Standards: Professional appearance, punctuality, confidentiality, workplace discipline, and respectful communication are required.

Key Performance Indicators (KPIs)

• Accuracy of data entry and administrative records.
• Timeliness of document processing and assigned clerical tasks.
• File and document retrieval efficiency.
• Office-supply record accuracy and availability.
• Response time to routine administrative requests.
• Compliance with company procedures and confidentiality requirements.
• Attendance, punctuality, and workplace discipline.
• Internal service quality and feedback from supported departments.

Job Requirements  

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• Education: SSCE or equivalent; OND/NCE or higher in Business Administration, Office Administration, Management, or a related field is preferred.
• Experience: 1–2 years of clerical, office administration, receptionist, customer service, or related experience is preferred. Strong fresh candidates may also be considered.
• Computer Skills: Proficient in Microsoft Word and Excel, email, printing, scanning, and basic digital record management.
• Language: Good English communication skills, both written and spoken.
• Personal Attributes: Organized, reliable, detail-oriented, responsible, respectful, willing to learn, and able to work effectively with different departments.

Skills:

• Strong organizational and time-management skills.
• Accurate and efficient data-entry ability.
• Good written and verbal communication.
• Basic problem-solving and administrative coordination skills.
• Good knowledge of Microsoft Office applications.
• Ability to maintain confidentiality and handle documents responsibly.
• Ability to prioritize multiple tasks and meet deadlines.
• Professional attitude and strong attention to detail.

Work Relationships:

• Internal: HR/Admin, Finance, Operations, Sales, After-Sales Service, Warehouse, Management, and other company departments.
• External: Visitors, suppliers, service providers, delivery personnel, and other authorized external contacts.

Recruitment / Interview Assessment:

• Computer Test: Assess basic Microsoft Word and Excel skills, including data entry and simple formatting.
• Typing Test: Assess English typing speed and accuracy.
• Document Exercise: Assess filing, scanning, document formatting, and attention to detail.
• Communication Test: Assess professional communication with colleagues and visitors.
• Practical Scenario: Ask the candidate to prioritize several routine office tasks to assess organization and judgment.