Secretary Cum Receptionist
Debaj Group
Total years of experience :10 years, 5 Months
• Maintains and manages the reception area by receiving guests and clients and making them feel comfortable and welcome
• Screens incoming phone calls and making sure they are being transferred accordingly
• Sends out weekly and monthly attendance reports to HR
• Assists in making sure HR files are properly maintained and updated
• Does minor cover for HR work when HR Manager is on holiday
• Reports to Finance Manager for any admin work and paper filing needed (scanning confidential documents)
• Works with the Accounts Department during audit and office inventory period
• Making invoices and follow up pending payments
• Correspondence with client / consultant / subcontractors.
• Handling office petty cash
• Checking rates, date and availability of hotel rooms, flights
• Make travel arrangements and hotel reservation for the CEO, Managing Director and Employees
• Checking online visa requirements, air ticket and hotel reservation availability
• Operate office equipment such as fax, copies, printer and telephone system
• Checking and updating the status of supply upholsterers in the market using power system
• Sending and Receiving Parcel and Documents.
• Organize and maintain file important records and database
• Responsible to send Memos and Signed Local Purchase Order to the local suppliers through fax
• Checking the office supplies availability such as cartridge, pens, folders, papers etc.
• Answer the telephone, take messages, transfer to suitable staff
• Responsible to customers inquires via telephone, email or fax
• Responsible for events such as, exhibitions and fairs, conference promotion and product launches, social event
• Hands on and often to identify opportunities for events
• Producing detailed proposals for events (timeline, venues, suppliers)
• Making invoices
• Reporting to the CEO
• Provide and handle all future reservation, matching the needs of the guest with those of the hotel, airline and travel documents
• Relieve and assist the supervisor when required
• Answering any enquiries regarding rooms available, rate and special events promptly and place details on follow up board
• Maintain up to date the travel agents, corporate, airline and other source of business records and statistics
• Prepare the daily arrival list and check with the computer
• Take and maintain up to date accurate reservation records, including the records of advance reservation
• Follow the policies and procedures as laid by management
• All daily report are properly and accurately prepared
Associate graduate in Computer Science.