A secretary is a person responsible for carrying/supporting all clerical duties within a sales team or sales department of the company.
Duties and Responsibilities:
Handling day to day operations, assisting sales team members and making and receiving clients to and from clients.
Welcoming guests/customers in a friendly and professional way.
Offering refreshment drink to the guests/customer.
Keep and maintain the cleanliness of Sales Director office.
Screening phone calls, enquiries and requests, and handling them when appropriate.
Responsible for document handling, file making and handling other kinds of paperwork of the office space.
Reading and analyzing incoming memos, submissions, and reports in order to determine their significance and plan their distribution.
Ensuring all outgoing correspondence is typed, proof read and dispatched to the highest possible standard.
Dealing with incoming email, faxes and posts, often corresponding on behalf of the Sales Director.
Keeping calendar constantly updated to facilitate appointment and meeting schedules.
Establishing and maintaining various filings/records/database of business contacts and follow up as appropriate.
Filing and retrieving corporate documents, records, and reports.
Performing general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work.
Preparing agendas and make arrangements for committee, board, and other meetings.
Making travel arrangements for the Sales Team.
Compiling, transcribing, and distributing minutes of meetings.
Managing and maintaining Sales Director schedules.
Supervising and training other clerical staff.
Assisting Admin Department in doing quotations/tender.