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- Identify missing, inconsistent, or outdated information and follow up as required.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 locations when assigned.
- Adapt to different office environments, priorities, and operational requirements.
- 8. Other Duties
- Perform other clerical, administrative, light housekeeping, and office-related duties as assigned by Management.
- Provide general assistance where required to support the efficient operation of the office.

Qualifications and Skills

- Previous clerical, administrative, or office experience is an asset.
- Good organizational and filing skills.
- Strong attention to detail and accuracy.
- Positive data entry skills with the ability to enter and verify information accurately.
- Good proofreading skills, including attention to spelling, grammar, formatting, dates, names, and numerical information.
- Ability to maintain records and follow established administrative procedures.
- Comfortable using computers, scanners, printers, photocopiers, and other common office equipment.
- Working knowledge of Microsoft Word, Excel, Outlook, or similar office software.
- Ability to conduct online research and summarize information clearly.
- Good written and verbal communication skills.
- Professional telephone manner.
- Ability to follow instructions and complete assigned tasks independently.
- Ability to prioritize multiple tasks and meet deadlines.
- Reliable, responsible, and able to maintain confidentiality.
- Willing and able to perform light office cleaning and general tidying.
- Willing and able to work at multiple locations as operationally required.

Core Competencies

- Attention to Detail
- Data Entry and Accuracy
- Proofreading
- Organization and Record Keeping
- Administrative Support
- Research and Information Gathering
- Written Communication
- Telephone Communication
- Computer Literacy
- Time Management
- Adaptability
- Confidentiality and Professionalism
- Teamwork
- Dependability
- Workplace Organization and Cleanliness

Pay: From $18.25 per hour Expected hours: 30.0 per week

Benefits

- On-site parking

Work Location: In person

📌 Office Clerk (Richmond)
🏢 Hamilton High Street Residence
📍 Richmond