Purpose and Scope:
a) Provides the necessary administrative and secretarial support in an efficient manner to ensure smooth functioning of the Office.
b) Manages Mail register for incoming/outgoing mail, receive, reads, sort and distribution in accordance to Manager’s directions.
c) Maintains an efficient follow-up system and coordinates feedback and replies.
d) Provides necessary backup material of documents for the Manager’s easy reference.
e) Types and proof-reads a variety of material, such as letters, memoranda, e-mails reports, statements, presentations.
f) Receives incoming mail, opens, stamps date, attaches references as necessary, and passes to supervisor or addressee. Delivers confidential material personally to other offices. Prepares outgoing mail for despatch.
g) Manages documents and files correspondence according to correct sequence of correspondence. Manages requisitions, maintains and distributes office stationery and supplies. Ensures that office stationary is available in office and in proper housekeeping.
h) Review and update the files both electronically and hard format regularly to keep it organized and according to business requirements with attention to their retention period this includes proper labels for files and sub-sections.
i) Initiate and follow-up required replies. Drafts letters, memos, e-mails from brief notes or oral instructions, scans documents and sends e-mails on behalf of supervisor as required. Translates business documents when required.
j) Handles Telephone calls, messages and route any enquiries as appropriate by taking correct and all required details for appropriate feedback. Follow up on returning telephone calls.
k) Manages and maintains the Manager’s schedules and updates manager’s calendar with planned meetings, company events and business issues.
l) Arranges and manages daily appointments for the manager/supervisor, and reschedule appointments according to business priorities. Receives visitors and directs them to supervisor’s office.
m) Prepare any required items ahead of time for the Manager’s review/update.
n) Arranges meetings according to manager’s schedules and prepare meeting agenda.