List of Duties- Secretary
1. Check email throughout the day, report the emails to the relevant persons, and reply to all emails. Follow up on all emails if the recipient receives the emails and keep track of a response from the emails.
(Keeping a correspondence file with the hard copy of the emails as per the site, drawings, and photos.) Keep all drawings in soft copy for each job.
2. Arrange a meeting, confirm the meeting, inform the necessary persons for the meeting, and update the meeting board.
3. Work with the Director & General Manager to make import orders, follow up on them, track the movement of the shipments, and update the shipment Excel sheet in the shared folder.
4. Prepare the import purchase order and file it in the shipper file so it can be reconciled with the invoice before payment.
5. Coordinate shipment from international supplier to shipper. (Air freight- ASA Express, Ocean Freight – NL Cargo.) Confirm with Mr. Joe on shipment method for all shipments.
6. Arrange clearing, transportation, and the package of imports on arrival in the country and update the relevant person to update their inventories (subryanville- Joshua, Sophia lot- Simon).
7. Put together all expenses incurred for importation and prep the costing sheet.
8. All sales should be recorded and filed in an invoice file and the sales inventory Excel sheet should reflect the sale to balance.
9. Preparing any needed schedules, and charts required from management.
Any Other Duties from time to time.
All desks should be packed, and files labeled filed away in case of an emergency so the files can be easily accessible to any office staff
Passes in 5 C-sec subjects and preferable experience working in an office.
Follow up with emails with clients.
Prepare Import PO and Track the order until it arrives at the destination.