Office Secretary

Roles and responsibilities

We are seeking a highly organized and efficient Commercial Secretary to support our commercial

operations. The successful candidate will be responsible for managing sensitive documents, coordinating

meetings and travel, assisting with exhibitions, and ensuring smooth communication between departments and clients. This role requires attention to detail, discretion, and a proactive approach to administrative support.

Your Responsibilities As a Commercial Secretary

• Document Management: Maintain and organize confidential files and records, including contracts, proposals, reports, and procedural documents to ensure accessibility and compliance with company standards.
• Diary and Travel Management: Organize and maintain diaries, schedule meetings, and arrange travel logistics, including visa processing. Ensure seamless coordination of client meetings and third-party interactions.
• Exhibition Support: Assist in organizing and managing exhibition participation, including coordination of logistics, materials, and attendance as required.
• Meeting Support: Prepare and distribute meeting agendas, record minutes, and ensure all necessary follow-up actions are completed accurately and on time.
• Email and Correspondence Management: Monitor the General Enquiries inbox, prioritize and forward important communications to the appropriate team members or management.
• Marketing Material Management: Regularly update and improve the company's brochures, specification sheets, and other marketing materials to ensure they are current and professionally presented.
• Tender Coordination: Facilitate the collection and delivery of tenders, ensuring all documents are submitted in a timely manner. Track and manage submissions to ensure compliance with deadlines.
• Client Communications: Create and maintain organized folders for client correspondence, ensuring that all relevant information is easily accessible and up-to-date.
• Pre-Qualification and Document Submissions: Prepare pre-qualification files and manage the timely submission of related documents, ensuring compliance with client requirements.
• Server File Maintenance: Regularly update the Commercial file on the server, ensuring it includes accurate records such as vessel specifications, licenses, certificates, and track records.
• Proposal Submission: Oversee the final submission process for proposals, ensuring all necessary documents are included, and coordinate the shipment of proposals with couriers or personnel.

Desired candidate profile

• Client Registration & Renewals: Manage the registration and renewal process with clients, ensuring all relevant documents are completed and submitted in a timely manner.
• Departmental Communication: Administer the dispatch of outgoing faxes, letters, and reports from the department, ensuring clear and professional communication at all times.
• Purchasing Support: Manage departmental purchasing requirements, coordinating orders and ensuring that supplies are delivered on time.
  

We offer

Your qualities and experience

You can make your mark as a Commercial Secretary if you have:

• Minimum 2 years of related experience
• Bachelor’s Degree
• Excellent organizational and time-management skills
• Strong attention to detail and accuracy
• Ability to maintain confidentiality and exercise discretion
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)
• Strong written and verbal communication skills
• Previous experience in a similar administrative role is a plus
• Ability to work independently and as part of a team
• Proactive, resourceful, and adaptable to changing priorities
• Fluent in written and spoken English