The Office Secretary is responsible for performing various administrative and clerical tasks to support the smooth operation of an office. This role involves managing communications, organizing schedules, maintaining records, and providing general administrative assistance to staff and visitors.

Key Responsibilities:

Administrative Support:

Perform general office duties, including answering phones, taking messages, and handling correspondence.

Greet visitors and direct them to the appropriate personnel.

Schedule appointments, meetings, and conferences, and maintain calendars.

Document Management:

Prepare, format, and edit documents such as reports, memos, and emails.

Maintain filing systems, both electronic and physical, ensuring all documents are organized and easily accessible.

Handle confidential information with discretion.

Communication:

Serve as the first point of contact for internal and external communications.

Distribute incoming and outgoing mail and manage email correspondence.

Facilitate communication between departments and ensure information flow.

Office Coordination:

Order and maintain office supplies and equipment, and coordinate repairs and maintenance.

Assist in the planning and execution of company events, meetings, and conferences.

Coordinate travel arrangements and itineraries for staff as needed.

Data Entry and Record Keeping:

Enter and update data in databases and spreadsheets accurately.

Maintain records of expenses and assist with basic bookkeeping tasks.

Ensure all records are up-to-date and filed correctly.

Support to Management:

Provide administrative support to executives and managers.

Prepare meeting agendas, take minutes during meetings, and distribute them promptly.

Assist in the preparation of presentations and reports.

Canvass from supplier on updated prices

Coordinate delivery deadlines and follow up status of deliveries

Customer Service:

Address inquiries from clients and customers in a professional and courteous manner.

Provide information and assistance to visitors and callers regarding office policies and procedures.

Education and Experience:

College Level or equivalent; Associate’s or Bachelor’s degree in Business Administration or related field is a plus.

Minimum of 2-3 years of experience in an administrative or secretarial role.

Skills and Competencies:

Organizational Skills: Strong organizational skills with the ability to prioritize tasks and manage time effectively.

Communication Skills: Excellent verbal and written communication skills. Ability to interact professionally with staff, clients, and visitors.

Attention to Detail: High attention to detail to ensure accuracy in tasks and documentation.

Technical Proficiency: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office management software.

Problem-Solving: Strong problem-solving skills with the ability to address and resolve issues efficiently.

Multitasking: Ability to handle multiple tasks simultaneously and work under pressure.

Discretion: Maintain confidentiality and handle sensitive information with discretion.

Additional Requirements:

Professional demeanor and appearance.

Strong interpersonal skills and the ability to work well in a team environment.

Flexibility to work additional hours as needed.