Secretary

Job Description:

Secretary will be the one to organize and maintain the executive’s schedule and assist them by performing a variety of administrative tasks.

Must be quick professionals with great time-management and multitasking abilities. It is with their diligence and competence in their work that can focus on their managerial responsibilities without worrying for other tasks. The goal is to contribute to the efficiency of the overall business by ensuring all assigned administrative duties are carried on timely and efficiently.

Responsibilities:

• Maintain executive’s agenda and assist in planning appointments, board meetings, conferences etc.
• Attend meetings and keep minutes and Receive and screen phone calls and redirect them when appropriate
• Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, packages etc.)
• Strong knowledge about document management and control through document management software and hard cope and Maintain electronic and paper records ensuring information is organized and easily accessible and Handle confidential documents ensuring they remain secure
• Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
• Secures Provides historical reference by utilizing filing and retrieval systems information by completing database backups
• In charge on sending Tender invitations, follow-ups on the submission, attends tender opening and record the tender bids amount, filing the received tender offers, distribution, prepare minutes and prepare the comparison from the received offers.
• Prepares/ draft letters/ memo/ emails and other documents.
• Arranges interview schedule of applicants in coordination with HR Dept.
• Assists new joiners by providing and filling up the new joiner documents such as Salary Authorization Form, ICE (In Case of Emergency) form, Employee Profile etc..
• Manages the online portals of the Manager (HRMS/admin) for the vacation leaves, absences and sick leave of staff, Procurement Portal (for monthly office/monthly stationaries, office suppliers and other requests for the office.
• Proper filing of incoming and outgoing documents according to their subject and category and update into status log for each category.
• Serves as person in charge in coordination with other office departments/ suppliers/ contractors & other consultants.
• Prepares TAX Invoices for the monthly supervision/design fees of ITQAN.
• Prepares Comparison and LPO’s from time to time.
• Prepares the monthly overtime of staff and submit it to Accounts for processing.
• Maintain complete confidentiality of all office matters and documents.

Qualifications:

• Proven experience as secretary or similar administrative role
• Proficient in MS Office and “back-office”
• In depth knowledge of office management and basic accounting procedures as well as technical vocabulary of relevant industry
• Familiarity with basic research methods and reporting techniques and Excellent organizational and time-management skills