Secretary cum Document Controller
North Gate
Total years of experience :23 years, 9 Months
Secretary / Receptionist
Provide administrative and secretarial support
• Answering calls, taking messages and handling correspondences
• Managing the daily/weekly/monthly agenda and arrange new meetings and appointments
• Prepare and disseminate correspondences, memos and forms
• Make travel arrangements
• Recording and taking minutes of meeting
• Support and facilitate the completion of regular reports
• File and update contact information of employees, customers, suppliers and external partners.
• Maintains security by following procedures; monitoring logbook; issuing visitor badges.
• Perform clerical typing duties to generate documents as necessary
• Develop and maintain a filing system
• Purchase orders.
• Check frequently the levels of office supplies and place appropriate orders.
• Receiving incoming documents, parcels and distribute them to the concerned personnel.
• Maintains safe and clean reception area by complying with procedures, rules, and regulations.
• Maintains continuity among work teams by documenting and communicating actions, irregularities, and continuing needs.
• Undertake occasional receptionist duties
Document Controller
• Monitor incoming and outgoing submittals and correspondences of all project related documents
• Ensure all transmittals and submittals are checked and signed prior to submission.
• Maintaining paper workflow such as; organizing, storing and proper distribution of documents & correspondences.
• Coordinating mail-shots and similar publicity tasks.
• Maintain a computer database of all filed documentation that ensures fast retrieval of documents.
• Make sure that controlled copies of latest approved documents and drawings are given to the appropriate staff.
• Liaising with relevant departments
• Checking dispatch documents are accurate.
• Update necessary information in database regularly.
• Maintain the files, control logs for incoming & outgoing Documents as required by the Project.
• Follows procedure on documentation activities to comply with Company standards.
• Project and office support as required.
• Create and update supplier information, ensuring all details are kept up to date and correct.
• Assist with the collating of samples and product information for future planning, weekly meetings, project team meetings and range presentations.
• Responsible for Retail Customer and Supplier Enquiries
• Assist Retail Administrator
- Executes a variety of office administrative and/or secretarial support activities for immediate supervisor such as composing replies to correspondence on own initiative.
- Summarizing reports and information to facilitate review by immediate supervisor, and or investigating, evaluating and resolving problems within scope of position.
- Prepares or directs preparation of minutes, notices, agendas and correspondence with all supporting documentation, requiring application of specialized knowledge of the assigned function.
- Ensuring weekly meetings are properly organized and minuted.
- Perform general and secretarial duties including typing correspondence reports from the department to include but not limited to: photocopying, mailing and filing.
- Maintain paper and electronic filing systems for records and messages.
- Maintain appropriate interpersonal relationship with employees, peers and client
• Assisting customers with opening new accounts
• Accept loan payments
• Deposit or cash checks for customers
• Make withdrawals for customers
• Update information to the customers on new banking products
• Answer any questions for the customer or refer them to someone who can help answer phones
• Balance cash drawers
• Process night depositors or mail deposits
• Provide excellent customer service by answering or referring financial questions to correct supervisory staff
Administrative Support
• Answer telephones and transfer to appropriate staff member.
• Deliver customer service at all times
• Meet and greet clients and visitors.
• Create and modify documents using Microsoft Office.
• Perform general clerical duties to include but not limited to: photocopying, faxing, mailing, and filing.
• Maintain hard copy and electronic filing system.
• Sign for and distribute UPS/Fed Ex/Airborne packages.
• Research, price, and purchase office furniture and supplies.
• Coordinate and maintain records for staff office space, phones, parking, and office keys.
• Setup and coordinate meetings and conferences.
• Maintain and distribute daily / staff weekly schedules.
• Provide office orientation for new employees.
• Setup accommodation and entertainment arrangements for company visitors
• In‐charge of the over‐all internal operations of the branch
• Documentations (invoicing, purchase order, delivery receipt etc...)
• Act as a cashier and front liner of the branch
• Assists in display of showroom
• Do monthly and year end reports
• Monitor petty cash
• Go to bank to deposit sales for the day
Technical Support
• Troubleshoots incoming calls from clients regarding problems with desktop functionality, network connectivity, and application support.
• Logs issues and either resolve them or ensure they are dispatched to the applicable support group.
• Runs queries and tests to identify root causes of system errors.
• Tracks current applications to problem resolutions, and then publish fixes so the user community has access to them.
• Ensures Proper Issue Tracking troubleshoot network connectivity and server ability.
• Consults within network and server teams to confirm outages. Track customer impact from server and network problems.
• Ensures follow-up on unresolved cases.
Calls Processor
• Receives and logs service requests and dispatches them for action
• Escalates technical issues appropriate
• Interacts with support organizations to ensure restoration of service and/or identification and correction of core problems
• Deliver customer service at all times
• Assist in keeping the hotel reception area clean & tidy at all times
• Deal with enquiries in a professional & courteous manner in person or via e‐mail
• Administer all reservations, cancellations and no‐shows, in line with company policy.
• Keep up to date with current promotions & hotel pricing, to provide information to guests on request.
• Computes bills, collects payment and makes change for guests.
• Fulfill all reasonable requests from guests to ensure their comfort, satisfaction & safety
• Conduct regular security checks throughout the day & report any security issues to line manager
• Provides reports as required for housekeepers & management
• Carry out instructions given by the management team & head office
Short Term Course - Top 1
Major in Hotel & Restaurant Management
