Secretary / Personal Assistant at Unique Personnel

Job Description    

Responsibilities

• Perform a wide range of administrative tasks, including document preparation, note-taking, and making travel arrangements, insurance claims, getting quotes for work needed to be done at the office. 
• Support colleagues by assisting with various administrative tasks. 
• Handle ad-hoc administrative duties effectively. 
• Screen and distribute emails promptly. 
• Provide exceptional customer service to clients and visitors. 
• Renewing of vehicle license disks 
• Ordering food for the office, ensuring invoices are received and paid by the Financial Manager weekly. 
• Receiving and checking quality control emails from clients regarding fruit quality, sending onto relevant farmers and discussing with manager if bad and the way forward. 
• Manage and respond to calls and email enquiries for LODGE, make bookings where needed on Nightsbridge, create invoices, and ensure payment is received. 
• Constant communication with Lodge Manager. 
• Manage rental properties, ensuring tenants pay on time. 
• Invoicing for maintenance work done at various houses/ offices. 
• Recon accounts where materials were bought for work done. 
• Printing out monthly invoices for Financial Manager to pay, filing, emailing POP to suppliers.

Inherent Requirements    

Requirements: 

• Associate or bachelor’s degree in a related field. 
• Previous experience as a receptionist or in a related role is highly advantageous. 
• Maintain a consistently professional appearance and demeanour. 
• Exceptional written and verbal communication skills. 
• Proficiency in Microsoft Office applications, including Word, Excel, and Outlook. 
• Strong time management abilities. 
• Familiarity with administrative and clerical procedures. 
• Ability to work collaboratively within a team, assisting with various tasks as needed.
• Act as the primary point of contact between the CEO and internal/external stakeholders. 
• Assist in preparing documents for the CEO. 
• Coordinate and plan travel arrangements, itineraries, and accommodation for the CEO. 
• Conduct research and gather information on various topics as requested by the CEO. 
• Handle sensitive and confidential information with the utmost discretion. 
• Ensure that the CEO is well-prepared for meetings and appointments by providing relevant materials and briefings. 
• Anticipate the CEO's needs and proactively address them. 
• Assist in personal tasks and errands as needed, both inside and outside the office. 
• Collaborate with other team members to ensure seamless communication and coordination.    

Minimum Qualification    

Bachelors