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Job Description
Office Manager who would be responsible for:
- Maintains office services by organizing office operations and procedures; preparing payroll; controlling correspondence; designing filing systems; reviewing and approving supply requisitions; assigning and monitoring clerical functions
- Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement
- Answer telephones and give information to callers, take messages or transfer calls to appropriate individuals
- Arrange conferences, meetings, and travel reservations for office personnel
- Complete forms in accordance with company procedures.
- Compose, type, and distribute meeting notes, routine correspondence, and reports
- Greet visitors and callers, handle their inquiries, and direct them to the appropriate persons according to their needs
- Locate and attach appropriate files to incoming correspondence requiring replies
- Mail newsletters, promotional material, and other information.
- Maintain scheduling and event calendars
- Make copies of correspondence and other printed material.
- Open, read, route, and distribute incoming mail and other material, and prepare answers to routine letters
- Schedule and confirm appointments for clients, customers, or supervisors
- Set up and maintain paper and electronic filing systems for records, correspondence, and other material
- Collect and disburse funds from cash accounts, and keep records of collections and disbursements
- Conduct searches to find needed information, using such sources as the Internet
- Coordinate conferences and meetings
- Establish work procedures and schedules, and keep track of the daily work of clerical staff
- Learn to operate new office technologies as they are developed and implemented
- Operate electronic mail systems and coordinate the flow of information both internally and with other organizations
- Order and dispense supplies
- Prepare and mail checks
- Review work done by others to check for correct spelling and grammar, ensure that company format policies are followed, and recommend revisions
- Supervise other clerical staff, and provide training and orientation to new staff
- Operate office equipment such as fax machines, copiers, and phone systems, and use computers for spreadsheet, word processing, database management, and other applications.
Job Requirements
- Candidate should be a female,
- Presentable and able to project a niche image of the firm, young (Fresh graduate or 1-2 years experience),
- highly motivated and driven. Key skill sets we look for include:
- Strong organization skills
- Solid time management
- Good communications skills, written and verbal
- Discretion
- Confidence with IT and computer packages
- Accuracy and good attention to detail
- An ability to stay calm and tactful under pressure
- Self-motivation
- A bright and positive attitude
- Willingness to learn
- English language