أشأ YOGESHA

Secretarial Tasks

Provide secretarial duties as follows :
1.Ensure that all letters, faxes, emails, both incoming and outgoing, are passed on to the right personnel / department.
2.Review all Directors incoming correspondence (mail/fax/email).
3.Follow up of correspondence or matters concerning the company’s business, be it with company staff or clients.
4.Maintain shared Contact List and Address Database for Director
Organize/coordinate business travel arrangements for COO with Human Resources.
5.When Director is away on business or leave, ensure all correspondence and the management of the COO’s office is running smoothly. Ensure that all ORIGINAL documents are kept secured in the originals cabinet.
6.Maintain the files and Archiving of all the correspondence.
7.Prepare PowerPoint Presentations as and when required as per Director’s advice.
8.Ensure all VIP Flights are informed to the Director
9.Have a pleasant telephone manner.
10.Ensure that department secretaries are aware of meetings scheduled with the Director.
11.Keep the record of leave and travel schedule of all key staff for the information of the Director.
12.All leave and duty travel for department heads must be entered into Direcotr’s diary.
13.Ensure all secretaries and administration staff maintains a good discipline.



Daily Operational & Business Matters
Receive and review all incoming emails meant for the Direcotro's.
Respond to the incoming emails and send emails as per the advice of the Direcotr.
Action on instructions received from the Director and follow-up on action points on a timely manner.
Follow-up for responses to emails, faxes and letters sent out, both to internal and external parties on a timely manner.
To follow-up and receive feedback and reports from departments from time to time.

Projects
Be involved with various projects.
Ensure that all documents are maintained in an orderly manner.
Review the projects with the Director and inform concerned Managers of the developments.
Review of documents related to projects and to highlight the expectations and obligations.

Job responsibilities & exposures.

Reporting to Chief Operational Officer (COO)

Ensure that day-to-day business in the COO’s office is running smoothly

1.Handling Department Petty Cash Accounts

2.Ensure that all letters, faxes, emails, both incoming and outgoing, are passed on to the right personnel / department.


3.Review all COO’s incoming correspondence (mail/fax/email).

4.Follow up of correspondence or matters concerning the company’s business, be it with company staff or clients.

5.Maintain shared Contact List and Address Database for COO
Organize/coordinate business travel arrangements for COO with Human Resources.

6.When COO is away on business or leave, ensure all correspondence and the management of the COO’s office is running smoothly.
Ensure that all ORIGINAL documents are kept secured in the originals cabinet.

7.Ensure all VIP Flights are informed to the COO.

8.Have a pleasant telephone manner.

9.Ensure that department secretaries are aware of meetings scheduled with the COO.

10.Keep the record of leave and travel schedule of all key staff for the information of the COO.

11.All leave and duty travel for department heads must be entered into COO’s diary.

12.Ensure all secretaries and administration staff maintain a good discipline.

Job function and responsibilities include:

Provide full assistance to the Department Head and the Team Members
Smooth day to day operations of the Department

OFFICE ADMINISTRATION
Prepares letters/memos/replies/faxes or related documents as required by the Department Manager or members.

Collect and complies information to prepare reports as required by the Department Manager or members.

Sorts the incoming mails and either distribute it to the concerned department or filing,

Maintain an effective filing system such that information is easy to access and to retrieve.

Receives incoming calls for the department and transfer the calls to the concerned individual.

Notes down the telephone messages for the respective department and may reply on their behalf

Assesses thee correct situation and makes the decision whether the issue is urgent and important that requires immediate intervention for the Department Manager.

Assists the Department Manager or Team members with their business travel arrangements (flight booking, airport transfer, accommodation etc.)

Maintains an event calendar for respective Department to keep track of all scheduled meetings, appointments, events, business travels etc, which would assist to decide on work priorities as well as to provide responses to inquires.

COORDINATE WITH OTHER DEPARTMENT

Follow up with related departments for replies to memos/requisitions etc.
Coordinate with HRD with issues related to departmental team member’s leaves, attendance, new hires etc.
Coordinate with Finance for invoices, petty expenses claim etc
Maintain the stock of office supplies and accordingly make requisitions.

EXTERNAL TASK
Follow up with contractors/suppliers or service providers for seeking information or giving the feedback.
Track all the meetings and appointments scheduled and may send the reminders etc

Provided secretarial and clerical services to the Financial Controller and to the Finance Department as follows:
Received all in-coming mail for the department, recorded, sorted and forwarded them to the relevant team member for action. Recorded and dispatched all out-going mail.
Preparing the L/C’s, Letter of Guarantee. Kept track of the expiry date and payment of L/C.
Handled telephone calls, kept the Financial Controllers diary, reminded him of the appointments and welcomed FC’s visitors.
Typed all Finance Department reports, letters, memoranda, forms and correspondence including those of confidential nature.
Conducted routine correspondence independently.
Maintained trace files for proper follow-up on all correspondence.
Maintained proper and systematic filing.
Kept custody of signed cheques for release; recorded and prepared summary of released cheques.
Maintained adequate stock of office supplies; initiated requisitions when necessary.
Ensured proper handling, use and maintenance of office equipment and supplies..
Carried out other duties assigned by the Financial Controller