Job Description

• Organizes meeting and conference room up on request and keep the conference room standard every time
• Organize proper documentation of incoming and outgoing documents – letters, envelops and other messages.
• Coordination the communication and message handover between head office and factory office and other offices
• Keeps the confidentiality of the Company information – including license, tin, commercial registration and stamps.
• Coordinate the availability of stationary items, and Processes requests, stores and distribute stationery and cleaning materials.
• Coordinate the functionality of stationary equipment’s such as common use printer and photo copier.
• Performs secretarial support services including email communication (at times requested).
• Keeps both the Company Hardcopy/Softcopy documents in a safe place
• Safeguards the Company working properties inside the office
• Supervise the cleanliness and organization of the office; and supervise the office refreshment service (i.e supply of water/tea/coffee)
• Maintain Register or logbook for incoming and outgoing letters.
• Initiate, coordinate and facilitate events and social gatherings for corporate office employees.

Reception

• Welcomes visitors, provides them with information and directs them to the appropriate staff member/Manager.
• Maintains visitors’ logbook – recording all relevant information and distributing visitors’ badge specially for factory visit.

Switchboard

• Answers and redirects incoming calls and answer’s callers’ questions.
• Takes messages and transmits telephone messages to the concerned.
• Ensures lines telephone and network are functioning properly at all lines, co-ordinates with IT officer when problems occur.

Secretarial duties

• Assist the GM and DGM in organization office and documentation
• Keeps the relevant contact lists of the office as required
• Handle some secretarial tasks for the GM and DGM and others managers up on request
• Receive, record and address office communication the right and professional way.
• Assist managers in coordinating office tasks and guest flows.
• Follows up on all work-related messages and correspondence with the relevant contacts and departments.
• Is aware of the delegation’s objectives and has a good knowledge of the Movement and other contracts relevant to the position.
• Collects and shares information as per company rule for guest communication

Import Export Documentation

• Ensure proper filling and documentation of all import and export activity documetations as per the import export procedure.
• Ensure to facilitate the import export document requirements and logistic requirement are done in time.

Additional duties

• Undertakes such additional duties which may from time to time be assigned to the Employee in the discharge of her duties.
• To ensure that a correct and proper image of the Company is maintained at all times.

Application Dead line:- November 26, 2023

Work Station: Company Head Office – Piasa Area

Job Requirement

Qualification and Experience: 

• BA Degree in Management or related field or Diploma in Secretarial Science and Office Management or Diploma in IT with 8 -10 years’ experience as an executive secretary, admin assistant, HR officer. Experience of assisting higher executives and HR officer is very mandatory.

Competencies Required

• Good communication and interpersonal relationship skills both in written and verbal.
• Strong experience in customer handling in an office environment.
• Strong experience in office management.
• Knowledge of basic computer skills.
• Multitasking skills and People skills
• Problem solving skills and Self-starter
• Organizing skills and Attention to detail