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Al-Sayer Group
Career Opportunities: Secretary, Office Administration (13503)
Location:
Kuwait, Kuwait
Department: Operations
Job Description
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This job description is a summary of the typical job duties and requirements that are essential to the evaluation of the job and is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified. On occasion, individuals classified on this job may be required to perform functions of a higher or lower skill level not included in this job description.
Job Summary/Purpose
Provide administrative support to the Lexus Fleet Vehicles department.
Job Responsibilities
1. Read incoming mail and add appropriate information or documents and route it to the concerned staff, collect and send outgoing mail maintaining confidentiality at all times.
2. Take dictation of and type business correspondence, such as internal memos, letters, faxes, emails, lists, reports, presentations, and any other documents, requests, proof read and secure necessary signatures.
3. Maintain appointment and event calendars and schedule and confirm appointments for visitors and staff; arrange conferences, meetings, and travel reservations for staff and visitors.
4. Prepare meetings agendas, attend meetings; take and compile minutes of meetings.
5. Conduct research and compile information and material into presentations for use by staff.
6. Follow up on requests raised by staff to ensure timely completion or report problems encountered to concerned staff.
7. Answer and filter telephone calls and greet visitors and give information, take messages and transfer callers and visitors to appropriate staff.
8. Maintain various databases and electronic records, such as contact list, product information, visitors log, customer's information, etc... or any other business records.
9. Set up and maintain paper and electronic filing systems for records, correspondence and other materials.
10. Perform other clerical duties, such as filing, photocopying, and scanning, collating documents, sending faxes, ordering and dispensing office supplies and arranging for maintenance of equipment.
11. Follow up with Finance, Credit and Customs Departments to ensure smooth operations on related business.
12. Follow up on daily basis with Delivery Section to check on vehicle readiness
13. Follow up with Admin. and Traffic Departments to ensure smooth procedure of invoicing and traffic registration
2. Take dictation of and type business correspondence, such as internal memos, letters, faxes, emails, lists, reports, presentations, and any other documents, requests, proof read and secure necessary signatures.
3. Maintain appointment and event calendars and schedule and confirm appointments for visitors and staff; arrange conferences, meetings, and travel reservations for staff and visitors.
4. Prepare meetings agendas, attend meetings; take and compile minutes of meetings.
5. Conduct research and compile information and material into presentations for use by staff.
6. Follow up on requests raised by staff to ensure timely completion or report problems encountered to concerned staff.
7. Answer and filter telephone calls and greet visitors and give information, take messages and transfer callers and visitors to appropriate staff.
8. Maintain various databases and electronic records, such as contact list, product information, visitors log, customer's information, etc... or any other business records.
9. Set up and maintain paper and electronic filing systems for records, correspondence and other materials.
10. Perform other clerical duties, such as filing, photocopying, and scanning, collating documents, sending faxes, ordering and dispensing office supplies and arranging for maintenance of equipment.
11. Follow up with Finance, Credit and Customs Departments to ensure smooth operations on related business.
12. Follow up on daily basis with Delivery Section to check on vehicle readiness
13. Follow up with Admin. and Traffic Departments to ensure smooth procedure of invoicing and traffic registration
Education - Primary
Diploma (12th Standard + 2 or 3 years Diploma)
Experience - Primary
3
Education - Alternate
Vocational Certificate
Experience - Alternate
7
Lingusitic Abilities
English
Techno-Functional Competencies
B-Company Asset Management
B-Document Archival, Security and Management
B-Office Management
B-Capex Product Knowledge
B-Document and File Management
B-Business Writing
B-MS Excel
B-Policies and Procedures
B-MS Word
B-E Synergy
B-Products and Services
B-Purchase Management
Behavioral Competencies
5 - Achievement Orientation
5 - Problem Solving
5 - Customer Orientation
5 - Execution Excellence
5 - Personal Effectiveness
5 - Impact and Influence
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Al-Sayer Group
Career Opportunities: Secretary, Office Administration (13503)