Office manager & Secretary.ai

Office Manager & Secretary

We are looking for a highly organized and efficient Office Manager & Secretary to join our team. This dual role combines the responsibilities of managing our office operations with providing secretarial support to ensure smooth and efficient administrative functions. The ideal candidate will be a proactive problem-solver with excellent communication skills and the ability to handle a wide range of administrative tasks.

Responsibilities
Office Administration:

• Oversee daily office operations, ensuring a smooth and efficient workflow.
• Manage office supplies inventory and place orders as necessary.
• Liaise with facility management vendors, including cleaning, catering, and security services.
• Implement and maintain procedures/office administrative systems.
• Ensure that health and safety policies are up to date.
• Handle contract and price negotiations with office vendors and service providers.
• Plan in-house or off-site activities, like parties, celebrations, and conferences.

Secretarial Duties:

• Provide general support to visitors.
• Answer and direct phone calls.
• Organize and schedule appointments and meetings.
• Maintain contact lists.
• Produce and distribute correspondence memos, mail and forms.
• Assist in the preparation of regularly scheduled reports.
• Develop and maintain a filing system.
• Handle sensitive information in a confidential manner.
• Take detailed minutes during meetings.

Qualifications

• Proven experience as an Office Manager, Front Office Manager, or Administrative Assistant.
• Knowledge of office administrator responsibilities, systems, and procedures.
• Proficiency in MS Office (MS Excel and MS Outlook, in particular).
• Excellent time management skills and the ability to multi-task and prioritize work.
• Attention to detail and problem-solving skills.
• Excellent written and verbal communication skills.
• Strong organizational and planning skills in a fast-paced environment.
• A creative mind with an ability to suggest improvements.
• Qualification as an Administrative Assistant or Secretary will be a plus.