The Office Secretary is responsible for welcoming parents, clients, and visitors, managing front desk operations, handling phone calls, scheduling appointments, and providing administrative support. The role ensures smooth communication, maintains visitor records, supports meetings and daily office coordination, and delivers excellent customer service while maintaining a professional and organized reception area.
Job Responsibilities
- Greet Parents, Clients and Visitors with an enthusiastic and helpful attitude.
- Assist in directing visitors to relevant location by guiding them verbally or in person if required.
- Answering phones calls in a professional manner and route calls as necessary.
- Assisting colleagues with administrative tasks.
- Helping maintain workplace security by issuing, checking and collecting badges, visitors passes as necessary and maintaining visitor logs.
- Assisting with a variety of administrative tasks including copying, faxing, taking notes and making travel plans.
- Maintains telecommunication system by following manufacturer's instructions for house phone and console operation.
- Maintains safe and clean reception area by complying with procedures, rules, and regulations.
- Maintains continuity among work teams by documenting and communicating actions, irregularities, and continuing needs.
- Preparing meeting and training rooms.
- Performing ad-hoc administrative duties.
- Answering, forwarding, and screening phone calls.
- Sorting and distributing mail.
- Provide excellent customer service.
- Scheduling appointments.
- Contributes to team effort by accomplishing related results as needed.
- Information receiving and delivering required to concerned authorities.
- Handling emergency situation with care and calmly. Take initiative in fulfilling the duties.
- Always be ready to work as per the instruction of superior to overcome the problem of the institution.
- Preparation of minute of meetings chaired or attended by the Board of Directors.
- Update assigned authority with daily appointments, events, and meeting in advance, and acquire information regarding the same with concerned authorities as required.
