Office Secretary at Afconrecruit Limited

Job Summary:

• We are seeking a highly organized and proactive Office Secretary with strong project management, operations, and administrative skills to support the smooth functioning of the office for our Client. The ideal candidate will play a crucial role in managing day-to-day operations, coordinating projects, and ensuring effective communication between different departments. This role requires excellent multitasking abilities, attention to detail, and a solid foundation in office management practices.

Key Responsibilities:

Administrative Support:

• Serve as the primary point of contact for office communications, including managing phone calls, emails, and correspondence.
• Schedule meetings, appointments, and manage calendars for senior management.
• Maintain office supplies and equipment, and ensure the office is well-organized.
• Prepare, edit, and format documents, reports, presentations, and other materials as needed.
• Handle confidential information with integrity and discretion.

Project Management:

• Assist in planning, coordinating, and tracking the progress of various projects across departments.
• Manage project timelines, milestones, and deliverables to ensure timely execution.
• Organize and maintain project documentation, ensuring accessibility and accuracy.
• Facilitate communication between project stakeholders, track project updates, and follow up on action items.
• Assist with resource allocation and task prioritization to meet project objectives.

Operations Management:

• Oversee the day-to-day operations of the office, ensuring smooth and efficient functioning.
• Coordinate logistics for events, meetings, and company-wide activities.
• Assist in implementing and maintaining operational policies and procedures.
• Support procurement processes, including managing vendor relationships and negotiating contracts.
• Track office expenses and assist with budgeting and financial reporting.
• Ensure compliance with company policies and safety regulations.

Communication & Coordination:

• Serve as the liaison between departments to ensure clear communication and coordination.
• Prepare meeting agendas, take minutes, and distribute them to relevant stakeholders.
• Follow up on pending tasks, deadlines, and deliverables with the team and external partners.
• Assist in preparing and organizing internal and external presentations and reports.

Qualifications:

• Bachelor’s degree in Business Administration, Office Management, or a related field (preferred).
• Proven experience in an administrative or office secretary role with project management and operations exposure.
• Strong organizational and multitasking abilities with attention to detail.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and project management tools
• Excellent written and verbal communication skills.
• Ability to prioritize tasks, work independently, and meet deadlines in a fast-paced environment.
• Experience in managing budgets, contracts, and vendor relationships is a plus.

Key Competencies:

• Strong interpersonal and communication skills.
• Excellent time management and organizational skills.
• Ability to handle multiple tasks and projects simultaneously.
• Problem-solving and critical thinking abilities.
• High level of integrity, professionalism, and discretion