Administrative Secretary

JOB DESCRIPTION

• Taking incoming calls and ensuring that proper and efficient communication is shared to all parties concerned.
• Monitor and forward all incoming/outgoing emails.
• Monitor MDs meetings and appointments.
• Greeting visitors, take delivery of documents and/or samples and/or hand over same.
• Configure, input, and maintain an organized e-filing system.
• Input and maintain the paper-filing of official documents.
• Filing of all incoming invoices, bills and other standing orders payments.
• Monitor petty cash of all variable expenses for vehicles and other utility office stationary and equipment including the monitoring of office cleaning and maintenance expenses.
• Ensuring that all companys and MDs insurance policies are up-to-date and advise on renewals when due.
• Ensuring that all local taxes, operating licence and CIDB certificates are renewed.
• Preparing all banking request documents for Foreign Transfers, Testimonials, Bonds and Guarantees.
• Preparing documents and engaging with local freighting agent for custom formalities of imported materials.
• Preparing and sending purchase orders for office supplies.
• Organizing the regular check, update and payment of software licences.

CANDIDATES PROFILE

• IT literate. Word and Excel.
• Minimum 3 years previous experience in similar position.
• Diploma in Secretarial Administration from Foreign or Local recognized institution.
• HSC/GCE A Levels or Baccalaureat.
• Fluent in French and English (both written and spoken)
• Well spoken, calm and confident. Helpful and engaging personality.