Duties and Responsibilities

• Organizes and administers the office she/he is responsible for;
• Type’s letters, reports, memos, minutes and other relevant documents;
• Compose letters, memos as per the instruction of the supervisor;
• Receives incoming mails and distributes outgoing mails to the concerned offices;
• Handles incoming and outgoing telephone calls;
• Keeps office documents and correspondences in proper filing system;
• Ensures the safe keeping of confidential documents;
• Handles incoming and outgoing letters faxes;
• Requests stationery materials every month by filling the necessary requisition form;
• Schedule appointments to immediate supervisor and reminds when they are due;
• Screens issues that require the supervisor’s attention according to their nature of priority;
• Properly operates machines installed for secretarial duties of the office;
• Handling secretarial duties such as preparation of minutes, giving reference number for incoming and outgoing letters, etc;
• Transmits messages, instructions, circulars and reminders to concerned work units;
• Maintain personnel files for all employees in methodical and confidential manner and ensure files and other information are kept under strict confidentiality;
• Display a pleasant manner and positive attitude at all times and to promote a good company image to employees and colleagues;
• Taking minute notes and distribution
• Capable of writing letters and messages independently with limited supervision

Requirement

• BA in Business Administration and Information Systems/Diploma in secretarial Science and Office Management or  related fields.
• 6 years of proven experience in office management or related activities.

Skills

• Strong Communication skill in English both in writing and speaking.
• Excellent interpersonal skill.
• Demonstrates a high degree of confidentiality in interpersonal interaction.
• Proficient in MS Office and “back-office” software (e.g. ERP)
• Excellent organizational and time-management skills
• Outstanding communication and negotiation abilities
• Integrity and confidentiality