Secretary

Job description

Objective:

A sales secretary is a person responsible for carrying/supporting all clerical duties within a sales team or sales department of the company.

Duties and Responsibilities:

  • Handling day to day operations, assisting sales team members and making and receiving clients to and from clients.
  • Welcoming guests/customers in a friendly and professional way.
  • Offering refreshment drink to the guests/customer.
  • Keep and maintain the cleanliness of Sales Director office.
  • Screening phone calls, enquiries and requests, and handling them when appropriate.
  • Responsible for document handling, file making and handling other kinds of paperwork of the office space.
  • Reading and analyzing incoming memos, submissions, and reports in order to determine their significance and plan their distribution.
  • Ensuring all outgoing correspondence is typed, proof read and dispatched to the highest possible standard.
  • Dealing with incoming email, faxes and posts, often corresponding on behalf of the Sales Director.
  • Keeping calendar constantly updated to facilitate appointment and meeting schedules.
  • Establishing and maintaining various filings/records/database of business contacts and follow up as appropriate.
  • Filing and retrieving corporate documents, records, and reports.
  • Performing general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work.
  • Preparing agendas and make arrangements for committee, board, and other meetings.
  • Making travel arrangements for the Sales Team.
  • Compiling, transcribing, and distributing minutes of meetings.
  • Managing and maintaining Sales Director schedules.
  • Supervising and training other clerical staff.
  • Assisting Admin Department in doing quotations/tender.

Requirements

Education and Experience:

  • Bachelor’s Degree
  • Several years of experience performing a variety of administrative support functions.
  • Computer skills including ability to operate MS Office and other word processing programs at a highly proficient level.
  • Knowledge in Oracle system is an advantage.

Language:

  • Communication proficiency in English

Skills and Competencies:

  • Professionalism with pleasing personality
  • Respectful and courteous
  • Excellent communication skills (verbal & listening)
  • Good writing skills
  • Analytical and problem solving skills
  • Trustworthy
  • Stress resilience
  • Time Management, Planning & Organizing