Secretary & Administrative Assistant

The below are the list of most frequent & popular daily tasks, not an exhaustive list

Receptionist:

- Operate and to answer and transfer phone calls ( if necessary , especially with Managing Partner) and provide information if assigned;

- to receive guests and arrange drinks;

- to supervise the cleaner in daily cleaning of;

- to handle incoming and outgoing documents; faxes; ect

- to ask for Express services and other suppliers if assigned;

- to arrange appointments, make meeting requests and schedule for the partner

- overlook and co-ordinate the use of meeting rooms;

- to ensure tidiness of reception area;

- to perform other tasks assigned

Office Secretary & Translation:

- upkeep & maintaining the company’s and client’s seals; stamp official documents as per partner/director instruction;

- prepare & print official letters using letter head form and other documents for the partners when requested;

- To take charge of the office devices: telephone; fax machine, photocopier; printers, attendance record machine…

- to take control of administrative expenses; handling the shopping (biscuits, candies, coffee, tissue…) and issue of monthly and quarterly stationary to the office;

- To look for the suppliers of printing ink, courier services, name card & stationary liaise & work directly with suppliers;

- Handle the cashier job for the monthly expenses of the office such as telephone charges and other payments;

- to arrange air-tickets, hotel accommodations, car for partners and;

- to extend visa for staffs and clients if required;

- to contact clients as per partner’s instruction;

- to make photocopy; scan and fax documents ;to file client’s documents;

- to draft documents & translation work as per instruction of partners

- to remind and coordinate work-plan of all staffs on every Monday & prepare weekly tasks update to be submitted to the Managing Partner before weekly staff meeting

- Acting as personal assistant who help to organize work and managing time & schedule Prepare for Managing Partner;

- to provide HR support works in recruitment activities;

- To monitor personnel attendance; check attendance log; monthly and annual leave & report to Managing partner and Accountant Department

- For newly joined- staffs:

o To prepare orientation document package, stationary; office key; computer and send staff handbook for them to read carefully and sign;

o To send the contacts of current staffs and guidance to use the phone for their information;

o To send email to all staffs to introduce new comers

- Leaving staffs:

o to coordinate with the Accountant in some relevant works

o to make a Handover Meeting Minutes and Absence Report for their filling and signature;

o to receive stationary; key and other office belongings

- to perform other administrative tasks assigned

Translator:

- to translate documents when requested

Consulate Officer:

- To receive calls and act as contact person for the consular office in some matters when required.

- To support the consular officer in consulate services