We are looking for a dedicated and versatile Secretary to join our company. In addition to performing administrative tasks, you will also be responsible for ensuring a clean and welcoming environment for our clients and staff. This role requires strong organizational skills, attention to detail, and the ability to handle various responsibilities effectively.
Responsibilities:
Administrative Support:
Answer phone calls, respond to emails, and manage general correspondence.
Schedule appointments, meetings, and travel arrangements for the management team.
Maintain and update company records, databases, and filing systems.
Assist in preparing reports, presentations, and other doents as required.
Manage office supplies inventory and place orders when necessary.
Office Cleaning and Maintenance:
Clean and maintain office spaces, ensuring they are tidy and presentable.
Empty trash bins, dust surfaces, and clean common areas.
Monitor and maintain inventory of cleaning supplies, restocking as needed.
Perform light maintenance tasks, such as changing light bulbs and reporting any repairs needed.
Ensure cleanliness and orderliness of conference rooms before and after meetings.
Refreshment Service:
Prepare and serve tea, coffee, and refreshments to clients and staff members.
Monitor and replenish beverage and snack supplies.
Maintain cleanliness and organization of the refreshment area.
Data Entry and Doentation:
Accurately input data into various systems, spreadsheets, and databases.
Maintain and update records related to office cleaning schedules, staff attendance, and inventory.
Prepare reports and summaries of cleaning activities and refreshment supplies.
Communication and Teamwork:
Serve as a point of contact between management, staff, and clients, ensuring effective communication.
Collaborate with different departments to ensure smooth operations and resolve any issues or conflicts that may arise.
Assist in training and onboarding new staff members, ensuring they are familiar with company policies and procedures.
High school diploma or equivalent qualification.
Proven experience as a Secretary or in a similar administrative role.
Strong organizational and time management skills.
Excellent verbal and written communication abilities.
Proficient in using office software (e.g., MS Office Suite).
Attention to detail and problem-solving skills.
Ability to work independently and as part of a team.
Basic knowledge of cleaning practices and equipment.
Friendly and professional demeanor.
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