Office Secretary
3 weeks ago
We are seeking a highly organized andefficient Commercial Secretary to support ourcommercial
operations. The successfulcandidate will be responsible for managing sensitive documents,coordinating
meetings and travel, assistingwith exhibitions, and ensuring smooth communication betweendepartments and clients. This role requires attention to detail,discretion, and a proactive approach to administrativesupport.
Your ResponsibilitiesAs a Commercial Secretary
- Document Management: Maintain andorganize confidential files and records, including contracts,proposals, reports, and procedural documents to ensureaccessibility and compliance with companystandards.
- Diary and Travel Management:Organize and maintain diaries, schedule meetings, and arrangetravel logistics, including visa processing. Ensure seamlesscoordination of client meetings and third-partyinteractions.
- Exhibition Support: Assist inorganizing and managing exhibition participation, includingcoordination of logistics, materials, and attendance asrequired.
- Meeting Support: Prepare anddistribute meeting agendas, record minutes, and ensure allnecessary follow-up actions are completed accurately and ontime.
- Email and Correspondence Management:Monitor the General Enquiries inbox, prioritize and forwardimportant communications to the appropriate team members ormanagement.
- Marketing Material Management:Regularly update and improve the company's brochures,specification sheets, and other marketing materials to ensure theyare current and professionallypresented.
- Tender Coordination: Facilitate thecollection and delivery of tenders, ensuring all documents aresubmitted in a timely manner. Track and manage submissions toensure compliance with deadlines.
- ClientCommunications: Create and maintain organized folders for clientcorrespondence, ensuring that all relevant information is easilyaccessible and up-to-date.
- Pre-Qualificationand Document Submissions: Prepare pre-qualification files andmanage the timely submission of related documents, ensuringcompliance with client requirements.
- ServerFile Maintenance: Regularly update the Commercial file on theserver, ensuring it includes accurate records such as vesselspecifications, licenses, certificates, and trackrecords.
- Proposal Submission: Oversee the finalsubmission process for proposals, ensuring all necessary documentsare included, and coordinate the shipment of proposals withcouriers or personnel.
Desired candidate profile
- Client Registration & Renewals: Managethe registration and renewal process with clients, ensuring allrelevant documents are completed and submitted in a timelymanner.
- Departmental Communication: Administerthe dispatch of outgoing faxes, letters, and reports from thedepartment, ensuring clear and professional communication at alltimes.
- Purchasing Support: Manage departmentalpurchasing requirements, coordinating orders and ensuring thatsupplies are delivered on time.
Weoffer
Your qualities andexperience
You can make your mark as aCommercial Secretary if you have:
- Minimum 2 years of relatedexperience
- Bachelor’sDegree
- Excellent organizational andtime-management skills
- Strong attention todetail and accuracy
- Ability to maintainconfidentiality and exercisediscretion
- Proficiency in Microsoft OfficeSuite (Word, Excel, PowerPoint)
- Strong writtenand verbal communication skills
- Previousexperience in a similar administrative role is aplus
- Ability to work independently and as partof a team
- Proactive, resourceful, and adaptableto changing priorities
- Fluent in written andspoken English
KeySkills
Secretarial,GeneralOffice,Secretarial Skill
Employment Type: Full-time
Department / FunctionalArea: Administration
Experience: Not Mentioned years
Gender: Male
Vacancy: 1
Joining Date: Thu, 30 Jan2025
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