Secretary / Office Manager at iCentra

Overview:

• As a Secretary/Office Manager, you will be responsible for managing administrative tasks, overseeing office operations, and providing support to ensure the smooth functioning of the office.

Responsibilities

• Administrative Support: Manage and coordinate administrative tasks, including scheduling meetings, handling correspondence, maintaining files, and managing office supplies.
• Office Operations: Oversee daily office operations, including facilities management, maintenance, and ensuring a clean and organized work environment.
• Coordination: Act as a liaison between management, staff, clients, and external parties. Coordinate travel arrangements, appointments, and events.
• Documentation and Record-Keeping: Maintain accurate records, prepare reports, and organize documentation as needed.
• Team Support: Provide administrative support to other departments or staff members as required.
• Communication: Manage incoming calls and emails, redirecting them as appropriate. Greet visitors and handle inquiries or requests.
• Policy Adherence: Ensure compliance with company policies and procedures in office operations and administrative tasks.

Requirements

• Bachelor’s degree or equivalent in Secretarial Studies, Administration; additional certification or training in office management is a plus.
• Proven experience (typically 3+ years) in a secretarial or office management role.
• Proficiency in office management software (e.g., MS Office, Google Suite) and office equipment.
• Excellent organizational and time management skills.
• Strong verbal and written communication skills.
• Attention to detail and problem-solving abilities.
• Ability to multitask and prioritize tasks effectively.
• Professional demeanor and strong interpersonal skills.

Key Performance Indicators (KPIs):

• Efficient Office Operations: Smoothness and efficiency of day-to-day office operations.
• Timely Task Completion: Completion of administrative tasks within specified timelines.
• Communication Management: Handling of calls, emails, and inquiries promptly and professionally.
• Facilities Management: Maintenance and organization of the office environment.
• Documentation Accuracy: Accuracy of record-keeping and proper documentation management.
• Team Support and Collaboration: Level of support provided to various departments or staff members.
• Adherence to Policies: Compliance with company policies in office operations and administrative tasks.