Key Roles & Responsibilities
• Manage, schedule and arrange appointments, visits, meetings and conferences, department events, including any related travel, accommodation and/or venue bookings for office personnel, ensuring that all activities are well coordinated and executed
• Greet visitors or callers and handle their inquiries, take messages or direct them to the appropriate persons according to their needs.
• Operate office equipment, such as computers, fax machines, copiers and phone systems and arrange for repairs when equipment malfunctions.
• Use computers for various applications, such as database management or word processing: create, maintain, and enter information into databases.
• Compose, type, and distribute meeting notes, routine correspondence, or reports, such as presentations or expense, statistical, or monthly reports.
• Handle incoming post and messages: open, read, route, and distribute incoming mail or other materials and filter emails, and, where possible, respond to these or drafts responses ready for review tailoring these to suit the audience.
• Coordinate and compile information from different sources and present it in a relevant format to enable others to understand and use it; conduct searches to find needed information, using such sources as the Internet.
• Assist the Department personnel in performance of duties, serving as an informational resource to the department with regards to administrative inquiries or problems.
• Create clear documentation and mapping of department processes and coordinate and prepare work to support the teams including all preparation, follow up and minutes taking.
• Set up and manage paper or electronic filing systems, recording information, updating paperwork, or maintaining documents, such as attendance records, correspondence, or other material. Maintain records in paper files and / or electronic systems including databases to ensure that correct information is available upon request and maintain proper filing for confidential files and records.
• Build and maintain good relationships with Department’s stakeholders/customers to promote and develop outstanding internal and external customer service.
• Compliance to all Milaha Health & Safety, Security, Environment and Quality policies, Manuals, Procedures, Laws, Regulations and Standards
• Comply and cooperate with Milaha Health & Safety, Security, Environment and Quality consultations, training and initiatives
• Perform other job-related duties as assigned.
Education & Professional Qualification:
Diploma Degree in Secretarial or Office Management or relevant experience
Professional Experience:
Minimum 3 years in office administration
Geographic Experience:
Not required
Computer Skills:
Good knowledge of Office and web applications
Language Skills:
Business fluent English
Market/Industry/Functional Knowledge:
Strong knowledge of administrative and clerical procedures
Strong knowledge of data recording and management methods, tools and related techniques
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