Secretary / Receptionist / Administrative / Front Office

Secretary / Receptionist / Administrative / Front Office

Responsibilities:

• Answer phone calls and redirect them when necessary
• Receive, sort and distribute daily mail/deliveries
• Prepare and disseminate correspondence, memos, and forms; distribute email and letters
• File and update contact information of employees, customers, suppliers, and external partners
• Keep updated records of office expenses and costs
• Assist in the preparation of regularly scheduled reports
• Develop and maintain a filing system
• Update and maintain office policies and procedures
• Maintain contact lists
• Check frequently and update the levels of office supplies and place appropriate orders
• Submit and reconcile expense reports
• Provide general support to visitors
• Act as the point of contact for internal and external clients
• Liaise with executive and senior administrative assistants to handle requests and queries from senior managers
• Greet and welcome guests as soon as they arrive at the office
• Direct visitors to the appropriate person and office
• Ensure reception area is tidy and presentable, with all necessary stationery and materials (e.g., pens, forms, and brochures)
• Provide basic and accurate information in-person and via phone/email
• Arrange travel and accommodations
• Perform other clerical receptionist duties such as filing, photocopying, transcribing, and faxing

Qualifications:

• Knowledge of office management systems and procedures
• Proven work experience as a Secretary or Administrative Assistant
• Familiarity with office organization and optimization techniques
• High degree of multi-tasking and time management capability
• Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
• Excellent time management skills and the ability to prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Integrity and professionalism