About this role
JOB DESCRIPTION
*Job Title:* Office Clerk
*Department:* Administration / Office
*Reports to:* Management / Assigned Supervisor
*Work Location:* Various company locations as assigned
*Employment Type:* As specified in employment agreement
Position Summary
The Office Clerk provides general clerical and administrative support to ensure the efficient operation of the office. The position is responsible for document scanning and filing, maintaining records and logs, data entry, updating files, proofreading documents, conducting basic research, preparing summaries and reports, handling telephone communications, performing light office cleaning, and assisting with other office-related duties as required.
The Office Clerk may be required to work at different company locations depending on operational needs.
Key Responsibilities and Duties
1. Document Management and Filing
- Scan, copy, print, organize, and file documents accurately.
- Maintain both electronic and physical filing systems.
- Ensure documents are properly named, categorized, stored, and easily retrievable.
- Update existing files and records as required.
- Assist with archiving and organizing older documents.
- Maintain confidentiality and proper handling of company information and documents.
- 2. Data Entry, Records and Log Maintenance
- Perform accurate and timely data entry into spreadsheets, databases, logs, forms, and company systems.
- Maintain and update office logs, tracking sheets, lists, and other administrative records.
- Review entered information for accuracy and completeness.
- Identify missing, inconsistent, or outdated information and follow up as required.
- Assist with document-control activities to ensure records remain organized and current.
- 3. Proofreading and Document Preparation
- Proofread letters, notices, reports, forms, spreadsheets, and other documents for spelling, grammar, formatting, consistency, and accuracy.
- Review documents for missing information, incorrect dates, names, figures, or other obvious errors.
- Make routine corrections and formatting adjustments as required.
- Prepare, format, update, and organize basic office documents and correspondence.
- 4. Research and Report Preparation
- Conduct online or other research on assigned topics.
- Gather information from reliable and appropriate sources.
- Organize research findings in a clear and logical manner.
- Prepare written summaries, comparison tables, briefing notes, or basic research reports for management review.
- Identify key information, findings, and relevant follow-up items from research.
- 5. Telephone and General Communication
- Answer incoming telephone calls professionally and direct calls to the appropriate person when required.
- Make outgoing telephone calls on behalf of the office or management.
- Take accurate messages and communicate information clearly.
- Follow up with clients, suppliers, service providers, government agencies, or other external parties when assigned.
- Assist with general office correspondence and communication.
- 6. General Administrative Support and Office Upkeep
- Support management and other departments with clerical and administrative duties as required.
- Help organize office supplies, documents, work areas, and administrative materials.
- Perform photocopying, printing, scanning, shredding, and other general office duties.
- Perform light cleaning and tidying of the office environment, including keeping work areas, common areas, meeting spaces, and office equipment clean and organized.
- Assist with simple housekeeping tasks such as wiping surfaces, disposing of waste, restocking basic office supplies, and maintaining a neat and presentable workplace.
- Assist with special administrative projects and assignments.
- 7. Multiple Work Locations
- Work at different company offices, facilities, or other designated locations when required.
- Transport or organize documents and administrative materials between locati