Job Description

Job Role: Office Secretary

Reporting to: General Manager

Qualification/ Skills: Bachelors degree with minimum 3 years work experience in office administration, Proficient in MS Office

Job Responsibilities:

1. Reception & Front Desk Management

Welcome and assist visitors, clients, and staff in a professional manner.

2. Administrative Support & Coordination

Handle general clerical tasks: filing, photocopying, scanning, and courier arrangements. Coordinate meetings, bookings, and communications across departments. Ensure availability of stationery and office consumables, and maintain reorder levels. Support departments in submitting paperwork and obtaining permits/approvals from authorities.

3. HR & Attendance Management

Collect and validate daily attendance from project sites and office teams. Update staff and labor attendance, leave, and overtime in the ERP system. Generate and distribute accurate monthly and weekly attendance reports for payroll processing.

4. IT & Account Access Coordination

Maintain and regularly update user credentials for installed software, systems, and internal tools. Track and renew access credentials for government and client web portals for company users. Support password resets, user activations/deactivations in coordination with IT/Admin.

5. Licenses, Permits & Government Portals

Maintain a tracker of all company licenses, trade permits, Insurances and certifications. Track expiry dates and initiate timely renewals with responsible departments. Submit or coordinate required documentation on government/client web portals.

6. Asset, Facility & Vehicle Management

Maintain and update the Company Asset Register (IT equipment, tools, furniture, etc.). Maintain Facility Registers including office lease documents, contracts, and service providers. Track and report on vehicle usage, maintenance schedules, and documentation renewals.

7. Emergency & First Aid Support

Serve as the designated first aid provider in case of emergency situations. Ensure the first aid kit is well stocked and within expiry. Report and assist during workplace incidents and document responses.

8. Learning, Development

a) Participate in internal and external training programs to enhance technical, functional, and soft skills

b) Pursue relevant certifications and learning opportunities to stay current with industry trends and best practices

c) Promote a culture of learning, collaboration, and knowledge-sharing within the team and across departments

9. Quality & Innovations

a) Contribute to continuous improvement by identifying and implementing innovative ideas, process enhancements, and efficiency initiatives

b) Ensure quality compliance in all process

c) Recommend Innovative approaches, Plans and programs for overall efficiency of the department

Answer and route incoming calls, take accurate messages. Maintain a clean, safe, and organized front office environment. Manage visitor & staff logs and implement front desk security protocols.
Job Type: Full-time

Application Question(s):

Are you immediately available to join ?
Experience:

* work: 3 years (Required)