Job Scope :
The job holder will be responsible for providing administrative and secretarial support to the Company in addition to her role as a Receptionist.
He / She will perform duties including : answering phones, greeting customers, typing, filing, scheduling, record keeping, coordinating meetings and conferences, obtaining supplies, coordinating mailings, and special projects.
Job Responsibilities :
Responsible for reception, telephone coverage and accepting deliveries
Distribute mail and faxes
Coordinate mailing, shipping and courier requirements
Coordinate internal company correspondence (e.g., email announcements)
Work independently and within a team on special and ongoing projects
Make travel arrangements
Inventory and organize office supply area, conference rooms and open areas
Manage vendor relationships related to ordering and updating office supplies and miscellaneous office equipment maintenance and repair
Maintain contact with cleaning company, maintenance company as needed to ensure property is kept in functioning order
Perform general administrative assistant duties including : typing, copying and filing
Co-ordinate with the PROs for visa, labour card renewals and make sure all the renewals are done in a timely manner
Act as a point of contact at the request of line manager; this could include : planning and coordinating presentations, disseminating information, coordinating mailing or creating charts and graphs
Perform other duties as needed and directed by line manager and management team.
Excellent verbal and written communication skills
Attention to detail with strong data entry skills
Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records.
Working knowledge of power point presentation
Organization and follow-up skills a demonstrated ability to make and meet commitments
Ability to coordinate tasks and deadlines with other departments