Office Support Specialist

Position

Job Description PGI

Office Support Specialist

Reports To

Director of IT, COO

May Be Responsible For

Greeting visitors, answering calls, processing basic data and transactions, maintaining office organization, and supporting team members.

Position Summary

The Office Support Specialist is responsible for front desk duties, including greeting visitors, answering phone calls, and providing general office support. In addition, this role involves basic processing tasks such as data entry, document management, and transaction processing. This position requires a professional, friendly demeanor, strong organizational skills, and the ability to multitask in a fast-paced environment. The ideal candidate will ensure the office runs smoothly while handling routine administrative and processing tasks accurately.

Principal Duties And Accountabilities (Essential Functions)

Receptionist Duties

• Greet visitors and guests in a friendly, professional manner and direct them to the appropriate person or meeting room.
• Answer incoming phone calls promptly and route them to the appropriate department or team member.
• Maintain a clean, organized front desk and reception area to create a welcoming environment for clients, visitors, and staff.
• Manage visitor check-ins and ensure security protocols are followed.
• Assist with administrative tasks, including scheduling meetings, preparing meeting rooms, and organizing office calendars.
• Handle incoming and outgoing mail, deliveries, and packages.
  
  

Basic Data Processing & Transaction Management

• Enter and process routine data into internal systems with a focus on accuracy.
• Verify and maintain records to ensure completeness and accuracy.
• Process simple transactions, forms, and requests, ensuring all necessary information is correctly recorded and filed.
• Assist with preparing basic reports and summaries for team members and supervisors as needed.
  
  

Office Support & Organization

• Manage assistance with office supplies, monitor stock levels, and notify supervisors when supplies need to be replenished.
• Assist with light office cleaning and maintaining the organization of shared spaces, such as meeting rooms, the kitchen, and common areas.
• Support office operations by coordinating and organizing company events, meetings, or office celebrations.
• Assist with internal communications, ensuring messages and requests are promptly directed to the appropriate person or department.
  
  

Quality Assurance, Communication & Additional Support

• Ensure that all processed data and documents meet company standards for accuracy and completeness.
• Maintain clear communication with supervisors and team members regarding tasks, priorities, and potential issues.
• Provide excellent customer service to both internal and external stakeholders, addressing inquiries and concerns professionally and efficiently.
• Support special projects and administrative tasks as needed.
• Assist with onboarding new employees, including organizing welcome materials or training.
• Identify and suggest improvements to office processes and workflows to enhance efficiency.
  
  

Required Knowledge, Skills, And Abilities

• Professional phone etiquette and strong communication skills.
• Basic computer proficiency, particularly with Microsoft Office (Excel, Word, Outlook) and email systems.
• Familiarity with office equipment, including phones, printers, and fax machines.
• Knowledge of data entry, document management, and office processes.
• Strong organizational and multitasking abilities, with the capacity to handle multiple priorities and meet deadlines.
• High attention to detail and accuracy, particularly when handling data and processing tasks.
• Ability to work independently and collaboratively within a team.
• Friendly, professional, and approachable demeanor with excellent interpersonal skills.
• Ability to maintain confidentiality and manage sensitive information responsibly.
• Proactive, with the ability to take initiative and support team needs.
• Flexibility to adapt to a fast-paced, dynamic work environment.
  
  

Disclaimer

The above information has been designed to indicate the general nature and level of work performed within this job. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the job. Associate must attend work on a regular basis, on time, and withstand varying degrees of stress. This position description describes the minimum selection requirements to qualify for the position. All employees must also demonstrate positive personal and interpersonal behavior and attitude with customers and employees to ensure a high level of expertise in supervision and general management.

Compliance

The associate has the responsibility to acquire and maintain the required knowledge of industry regulations and licenses and those regulations and policies inherent to position requirements.