Key Responsibility Areas (KRA) & Key Performance Indicators (KPI) for Office Attendant
1. Office Maintenance
KRA: Ensuring the cleanliness and organization of office spaces to create a conducive work environment.
Short Description: Maintain cleanliness and organization in office areas.
- Percentage of office areas cleaned daily
- Feedback score from employees on office cleanliness
- Number of maintenance requests resolved within SLA
- Cost efficiency in office maintenance
2. Supplies Management
KRA: Managing and restocking office supplies to support daily operations.
Short Description: Ensure availability of necessary office supplies.
- Inventory accuracy rate for office supplies
- Percentage of supplies orders placed on time
- Cost-effectiveness in supply procurement
- Number of stockouts avoided
3. Reception Duties
KRA: Handling reception duties such as receiving guests, answering calls, and directing inquiries.
Short Description: Manage reception tasks efficiently.
- Response time to incoming calls and guests
- Accuracy in directing inquiries to the right department
- Guest satisfaction rating on reception experience
- Number of visitor registrations processed daily
4. Mail Handling
KRA: Sorting and distributing incoming and outgoing mail accurately and promptly.
Short Description: Efficiently handle mail services.
- Percentage of mail sorted and distributed on time
- Accuracy in mail delivery and recipient confirmation
- Response time to urgent mail items
- Cost-effectiveness in mail services
5. Office Security
KRA: Monitoring and ensuring the security of the office premises and assets.
Short Description: Maintain office security protocols.
- Number of security incidents prevented or resolved
- Adherence to security procedures and protocols
- Response time to security alerts or breaches
- Feedback score on office security measures
6. Event Support
KRA: Assisting in setting up and managing office events and meetings.
Short Description: Provide support for office events.
- Feedback score on event support provided
- Number of successful event setups per month
- Efficiency in meeting room setup and arrangements
- Cost-effectiveness in event support services
7. Vendor Coordination
KRA: Coordinating with vendors for office maintenance, supplies, and services.
Short Description: Manage vendor relationships effectively.
- Vendor response time to service requests
- Quality of services provided by vendors
- Cost savings achieved through vendor negotiations
- Vendor performance rating based on feedback
8. Health and Safety Compliance
KRA: Ensuring compliance with health and safety regulations in the office environment.
Short Description: Maintain health and safety standards.
- Number of safety inspections conducted per quarter
- Percentage of employees trained on safety procedures
- Incident rate related to health and safety issues
- Adherence to health and safety policies and regulations
9. Task Prioritization
KRA: Prioritizing tasks and responsibilities efficiently to meet operational needs.
Short Description: Manage workload effectively.
- Percentage of tasks completed on time
- Accuracy in task prioritization based on urgency
- Feedback on time management skills
- Adaptability to changing priorities
10. Continuous Improvement
KRA: Identifying areas for improvement in office operations and implementing enhancements.
Short Description: Drive continuous improvement initiatives.
- Number of process improvements implemented annually
- Feedback on suggested improvements from employees
- Efficiency gains achieved through process enhancements
- Cost savings resulting from improvement initiatives
Real-Time Example of KRA & KPI
Example: Office Attendant at XYZ Corp
KRA: Ensuring cleanliness and organization in the office spaces.
- KPI 1: 95% of office areas cleaned daily
- KPI 2: Employee feedback score of 4.5/5 on office cleanliness
- KPI 3: 100% of maintenance requests resolved within 24 hours
- KPI 4: 10% cost efficiency improvement in maintenance services
This example showcases how focusing on KPIs like cleanliness percentage, feedback scores, timely maintenance, and cost efficiency can lead to improved office operations and employee satisfaction.
Key Takeaways
- KRA defines what needs to be done, whereas KPI measures how well it is done.
- KPIs should always be SMART (Specific, Measurable, Achievable, Relevant, Time-bound).
- Regular tracking and adjustments ensure success in the role of an Office Attendant.
This structured content layout provides clear, concise, and measurable KPIs to evaluate the performance of an Office Attendant effectively.
