Admin / Secretary
GEA GRADE Refrigeraiton
Total years of experience :18 years, 10 Months
Reports directly to the Office of the Country Head. Performs a wide range of complex secretarial duties and coordinates the administrative / clerical activities for the Director. Has the ability to prioritize and manage multiple tasks. Facilitates professional, timely and efficient operations of the department. Possess excellent interpersonal skill in relations with office colleagues and internal/external customers. Receives sorts & distributes correspondences of the Department. Takes dictation & records Minutes of Meeting. Maintains Director’s daily calendar, schedules & appointments, meetings & conferences. Screens visitors, telephone calls, incoming/outgoing mail of the Director. Preparing correspondences, report generation, agreements, leases, contracts & other formal letters. Coordination and preparation of weekly, monthly & yearend reports. Processes daily time sheet & payroll, official documents, Contract change and other related documents. Demonstrates ability to set priorities. Ensures accuracy and completeness of work performed. Exhibits flexibility, dependability, effective communications skills both oral & verbal ability. Answers telephone promptly and politely. Perform other duties that may be assigned and trouble shooting.
Performs a wide range of complex secretarial duties and coordinates the administrative / clerical activities for the RM. Coordinate with Heads of Department on matters requiring their attention and decisions. Timely response on all business correspondence. Providing support with daily office and business operations such as:
Making appointments, scheduling meetings and planning the RM’s diary.
Organising travel arrangements by booking flights and accommodation.
Transcribes minutes of meeting, formats and prepares correspondence, spreadsheets, documents etc.
Assist with the preparation and formatting of presentations, proposals, contracts and consultancy agreements.
Screening phone calls and dealing with incoming email, faxes and post, often corresponding on behalf of the manager.
Assist with routine office duties such as typing, filing, record maintenance as workload permits. Serve as back-up for other clerical positions in unit.
Prepare, compile and sort documents for data entry
Updates RM telephone directory on monthly basis.
Safe keeps and files documents under the Office of RM and keep it confidential.
Organising and maintaining office systems, including data management and filing.
Organizes records and correspondence of both routine and confidential nature.
Liaising with clients, suppliers and internal staff.
Arrange & checks for signature of RM and submit signed check voucher to accounts.
Provide general administrative and project support to the technical director, senior managers and work colleagues.
Co-ordination of travel arrangements such as flight booking and hotel accommodation, and submitting travel eforms for approval.
Organize and maintain technical manager’s diary by arranging appointments, meetings, workshops, and teleconferences.
Facilitate weekly internal resource meeting with resource managers.
Answering general queries by telephone and replying to emails.
Assist with the formatting and preparation of monthly progress report for various projects.
Writing and dispatching routine or straightforward letters to clients and/or contractors.
Maintain a variety of staff records including contact numbers, address details and curriculum vitas
Formatting staff cvs into company and/or client template.
Receive and register incoming or outgoing submittals and filing to appropriate project folders.
Using office equipment such as photocopiers, fax machines and scanners.
Responsibilities included:
Providing administrative support to the Head Admin for daily office operations.
Maintain office library, including cataloguing, distribution, and record keeping.
Perform filing, data management, drafting and editing short office memos.
Support the company with the design implementation of its marketing campaigns.
Assisting with daily office administrative duties.
Liaising on a daily basis with clients, customers and suppliers.
Combine and rearrange data from source documents where required, and enter data from source documents into prescribed computer database, files and forms
Involve in the production and publishing of marketing materials.
Create and generate design concepts for clients and/or supervisor.
Develop layouts for media presentation, company logo and office stationary.
Undertaking any other tasks/duties as may be reasonably required.
Due to intermediate in commerce i have knowledge to accounts.
