Job Description:
The incumbent is responsible for office support and administration duties to ensure the efficient and smooth day-to-day operation of CASTMedia. The incumbent shall provide secretariat support to senior management at CASTMedia.
The incumbent is expected to perform the role of a receptionist for the division.
Job Responsibilities:
- Implement and maintain procedures/administrative systems
- Execute office policies and administrative requirements
- Update and maintain office policies and procedures
- Assist in administrative duties related to HR, Finance and General Office Management
- Prepare documentation for Divisional Senior Management Claims
- Prepare documentation for divisional HR requirements
- Perform daily office admin duties including upkeep of office and filing system
- Prepare documentation required for insurance
- Liaise with CLPL Logistics Section to facilitate all matters relating to office operations
- Organise meetings and minor events
- Secretarial support to Senior Management
- Minutes taking
- Office filing
- Remind senior management of important tasks and deadlines
- Writing and issuing emails on behalf of senior management
- Calendar Management for Division
- Scheduling meetings and appointments
- Receptionists Duties
- Serves visitors by greeting, welcoming and directing them appropriately
- Notifies company personnel of visitor arrival
- Maintains security and telecommunications system
- Informs visitors by answering or referring inquiries
- Processing and directing mail and incoming packages or deliveries
- General administrative duties
- Taking stock of office supplies
- Maintain contact lists
- Maintain record of office keys
- Project administrative duties
- Apply relevant permits and insurances
- Generate invoices
- Issue credit notes and debit notes if required
- Send invoices to clients
- Prepare purchase orders for suppliers and vendors as per finance SOP
- Monitor and update on status of COD clients to management
- Collate monthly sales figures (billed & unbilled) for finance to prepare monthly revenue analysis
