Group Secretary
Span Trading LLC
Total des années d'expérience :22 years, 2 Mois
Prepare quotations based on Request for Quotations and layout from Draftsman and Salesmen
* Distribution of Job Orders to concerned department
* Utilize company resources to develop a filing system that keeps all active sales files available digitally
and in hard copy form
* Ensure the inventory of custom sales presentation materials such as brochures and presentation
folders is always up to date
* Act as the primary customer service contact for clients who have questions about their accounts or
our products
Insurance coordinator for employees and insurance company including claims processing, analyzing
insurance receivables and reports
* Business Visa Administrator from gathering information, filling application forms, completion of
documents up to visa collection
* Responsible for arranging all Gate/Security Pass new application/renewals for employees and
contractors
* Arrange car, hotel, travel booking requirements for all Departments, Beirut resources and guests
* Job Order creation, distribution and maintaining soft and hard copies
* Assist in process meeting requests for team including setting up appointments, reserving conference
rooms, requesting security passes for guests, refreshments, handouts, etc.
* Assist Accounts Department in releasing cheques and updating trackers
* During vacations and times of absence of colleagues, provide back-up in order to ensure
uninterrupted flow of operations with regard to support staff, technology and all office issues.
* As needed, assist team members by acting as liaison to facilities with regard to equipment, building
issues, pest controls etc.
* Answer telephone and give information to callers, take messages, or transfer calls to appropriate
individuals
* Greet visitors and callers, handle their inquiries, and direct them to the appropriate persons
* Open, read, route, and distribute incoming mails and other materials
* Dispatch documents/non documents thru courier
* Maintain office efficiency at all times, ensuring compliance of office systems, policies and procedures
Maintain office records in a confidential, organized manner. Being the responsibility holder for
upkeep confidential information including: personnel files, staff database
* Maintain hard copy and electronic filing systems for the office data, documents and other materials.
To ensure that all documents for retention are filed promptly and in such a way that timely retrieval
is possible
* Operate electronic mail systems and coordinate the flow of information both internally and with
other organizations
* Support HR Department; process leave application, passport release, preparation of employment visa
requirements, labor card renewals and cancellations, and other important tasks as required
* Support HR, as required, in the screening of candidate applications, responding to applicants and
arranging interviews
* Work cooperatively with HR Manager, Admin Team colleagues, departmental offices to ensure
consistency of processes, and provide additional support when necessary to ensure deadlines are met
* Compose, type, and distribute meeting notes, routine correspondence, LPO and reports
* Ensure stationary and other office supplies are available and place orders as required
* Operate office equipment such as fax machines, copiers, and phone systems, and use computers for
spreadsheet, word processing, database management, and other applications
Plan and organize the delivery schedules of drivers to ensure standard delivery time is met
* Manage all the administrative duties efficiently including basic correspondence, office communication
and personnel matters
* Regulatory filing of documents and maintaining computerized files to support all documentation
systems
* Perform other pertinent jobs that maybe delegated by Admin Manager, Managing Director and other
members of Management team
Monitor and prepare leasing contracts and renewals for all the branches all over the Philippines
* Assist Marketing Managers/Asst. Manager/Trainors on their Weekly and Monthly Sales Reports that
helps Sales Department in monitoring sales performance and determining sales target achievements
* Provide support to the Marketing Group in their conventions, meetings and other special events
* Support the Training Manager in conducting trainings
* Make business correspondences
* Attend to the typing jobs that the Marketing Dept. requires like inter office memorandum, reports,
letters, salary and commission appraisal