What are the responsibilities and job description for the Office Secretary position at OtterBase?
Job Description
Job Title : Office Secretary
Job Summary :
We are seeking a highly organized and efficient Office Secretary to join our client's team. The ideal candidate will be responsible for managing day-to-day administrative tasks, ensuring smooth office operations, and supporting staff, clients, and visitors. Strong communication skills, a proactive attitude, and the ability to multitask are essential for success in this role.
Key Responsibilities :
- Answer and direct phone calls, take messages, and respond to general inquiries.
- Manage office operations, including scheduling appointments, meetings, and maintaining office supplies.
- Greet visitors and clients professionally, directing them to the appropriate department or individual.
- Prepare, draft, and format correspondence, reports, and other documents.
- Maintain and update both electronic and physical filing systems for accuracy and easy access.
- Handle incoming and outgoing mail, deliveries, and courier services.
- Coordinate office activities to ensure efficiency and adherence to company policies.
- Assist with preparing presentations, meeting agendas, and minutes.
- Perform data entry, maintain databases, and update records as required.
- Monitor office supplies inventory and place orders as needed.
- Provide administrative support to staff as necessary.
- Ensure the office environment remains clean, organized, and conducive to productivity.
Qualifications :
