Act as the first point of contact for visitors and guests, and provide information as asked
Type and distribute letters and correspondence
Manage files, record systems, office supplies and inventory
Organize staff meetings and executive calendars
Provide personal and professional support to directors
Process the vacancy announcement, coordinate and assist in preparation of applicant document
Schedule interviews for the human resource department and assist in orientations
Train new hires with preliminary work information
Coordinate and plan meetings and corporate events
Create and maintain liaison with external agencies and suppliers/vendors
Make sure that customer complaints are catered to appropriately
Report daily attendance to concerned managers
Prepare and submit periodic reports for the MD
Manage petty cash of office
Process paperwork for employees or customers
Distribute mail and faxes to appropriate recipients
Oversee supporting staff in order to ensure proper cleanliness and sanitization of the premises
Keep office area clean and organized
Maintain office space to present an inviting atmosphere
Manage incoming and outgoing mail along with shipping and receiving duties
Liaise between departments
Ensure that staff’s travel arrangements are well taken care of
Monitor and fulfill staff needs
Communicate with current and potential clients to determine needs and resolve issues
Ensure office maintenance by arranging and coordinating activities
Review and distribute incoming correspondence
Brief executives on the time, venue and agenda of meetings and presentations
Order office supplies and ensure adequate supplies are maintained at all times
File records and data on a periodic basis
Process all company local and foreign purchase as per the company procedure. Collect all relevant & supporting document and file & distribute according to the company procedure.
Design office workflow procedures to ensure maximum efficiency and productivity
Develop effective filing systems and maintain all files and records
Ensure all relative policies are implemented in the office at all times
Support other teams with various administrative tasks (redirecting calls, disseminating correspondence, scheduling meetings etc.)
Monitor asses and identify strategies to improve services, systems and process.
Coordinate with various teams to implement approved policies and programs.
Arrange logistics for all external and internal meetings or other activities.
Prepare complex and non-routine letters and maintain efficient correspondence to assist office staff.
Determine future office requirements in coordination with Administration.
Maintain all required documentation that includes business continuity documentation and seating charts for office.
Maintain office equipment and an inventory of supplies and develop professional vendor relationship.
Assist AMD whenever needed
Perform other related duties as required
Terms of Employment: Permanent
Job Requirement
Education and Experience
BA in any related field minimum 2 years’ experience or
Diploma secretarial science and office management or related field 5 years’ experience
Knowledge of principles and practices of office ethics