Adminstrative assistant/Office Manager

Duties and Responsibilities:

1. Mirror the MD in all activities.
2. Answer, screen and forward calls, provide information, take messages and schedule appointments to the MD.
3. Single Point of Contact between the MD and the departments.
4. File and maintain records. In & out documents from the MD’s are to be saved.
5. Transmit information or documents to customers and international suppliers, using computer, mail, or facsimile machine.
6. Schedule appointments, and maintain and update appointment calendars for the MD.
7. Maintain and update the MD’s phone book of all employees and clients’ contacts.
8. Setup and coordinate meetings and conferences.
9. Create, transcribe, and distribute meeting agendas and minutes.
10. Arrange the MD’s travel and accommodation.
11. Ensures the safe and adequate operation of all office equipment including liaison with service departments.
12. Accounts for all office supplies and maintaining stocks.
13. Investigates and recommends new equipment systems for smoother running office (postal machine, photocopier, phone system etc.)
14. Ordering and maintaining stationery and equipment supplies.
15. Organizing and storing paperwork, documents and computer-based information.
16. Other duties as assigned.
17. Assist the MD in any other activities whenever needed.