Secretary
QATAR VISION
Total years of experience :10 years, 3 Months
Responsibilities & Duties:
• Managing the day-to-day operations of the organization.
• Preparing letters/memos/fax messages/spreadsheets/ other statements as per General Manager Instructions, maintain reference, correspondence and follow-up. Create and modify documents using Microsoft Office.
• Documents filing and record, including numbering, search and retrieval, document status checkup. Maintain hard copy and electronic filing system. Taking data backup at regular intervals to avoid loss of data.
• Perform general clerical duties to include but not limited to: photocopying, faxing, data scan, mailing, filing, Browsing information using internet and accessing email account, routine office works as needed.
• Responsible for routing and safeguarding of confidential reports. Maintenance of office equipment’s & stationary items, providing necessary records. Open, sort and screening incoming mails, attending phone calls and transfer to appropriate staff member. Meet and greet clients and visitors. Research, price, and purchase office furniture and supplies.
• Coordinate and maintain records for staff office space, phones, parking, company credit cards and office keys. Setup and coordinate meetings and conferences. Maintain and distribute staff weekly schedules.
• Provide office orientation for new employees. Booking of travel tickets, hotels etc, Setup accommodation and entertainment arrangements for company visitors and Other duties as assigned
• Answers telephones, routes callers, takes messages and provides routine information to callers.
• Schedules meeting requests, arranges appointments.
• Prepare time logs, maintain staff/workers attendance register and assist to HR Manager towards preparation of salaries and submission of Over Time details after verification.
• Prepare employee leave reports and Update employee data and maintain scan copies of employee documents.
• Received certificates issue request (salary, experience etc) and issue the same as per the HR Manager instructions.
• Prepares monthly Time Attendance reports of office Staff/Project site workers and sends the same to concern department heads for their information and monitoring.
• Perform basic bookkeeping, filling, Secretarial and Clerical Work.
• Updating Suppliers Registration and Pre - Supplier Qualification.
• Tendering, Facilitate Meetings and Accreditation.