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- Answer phone calls and redirect them when necessary
- Receive, sort and distribute daily mail/deliveries
- Prepare and disseminate correspondence, memos and forms distribute email, letters
- File and update contact information of employees, customers, suppliers and external partners
- Keep updated records of office expenses and costs
- Assist in the preparation of regularly scheduled reports
- Develop and maintain a filing system
- Update and maintain office policies and procedures
- Maintain contact lists
- Check frequently and update the levels of office supplies and place appropriate orders and new deals and suppliers
- Submit and reconcile expense reports
- Provide general support to visitors
- Act as the point of contact for internal and external clients
- Liaise with executive and senior administrative assistants to handle requests and queries from senior managers
- Knowledge of office management systems and procedures
- Proven work experience as a Secretary or Administrative
- Familiarity with office organization and optimization techniques
- High degree of multi-tasking and time management capability
- Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
- Excellent time management skills and the ability to prioritize work
- Attention to detail and problem-solving skills
- Excellent written and verbal communication skills
- Integrity and professionalism
- Greet and welcome guests as soon as they arrive at the office
- Direct visitors to the appropriate person and office
- Ensure reception area is tidy and presentable, with all necessary stationery and material (e.g. pens, forms and brochures)
- Provide basic and accurate information in-person and via phone/email
- Arrange travel and accommodations
- Perform other clerical receptionist duties such as filing, photocopying, transcribing and faxing