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Description:
Position Overview:
We are seeking a friendly, organized, and computer-savvy individual to join our architectural consultant office as a secretary. As the first point of contact for clients and visitors, you will play a crucial role in creating a positive and welcoming environment. Your primary responsibilities will revolve around providing administrative support and maintaining efficient office operations. Proficiency in computer applications such as Microsoft Excel, along with excellent communication and organizational skills, are essential for this role. Knowledge of basic accounting principles and strong English writing and typing skills are also desirable.
Responsibilities:
Reception and Customer Service:
Greet clients and visitors in a warm and professional manner, ensuring a positive first impression.
Answer phone calls, take messages, and redirect calls to appropriate staff members.
Provide accurate and timely information to clients and visitors regarding office procedures, services, and inquiries.
Maintain a clean and organized reception area to create a welcoming atmosphere.
Administrative Support:
Assist in scheduling and managing appointments, meetings, and conferences for staff members.
Prepare and distribute correspondence, memos, reports, and other documents as requested.
Maintain physical and digital filing systems, ensuring proper documentation and organization of records.
Type and proofread documents, ensuring accuracy and adherence to formatting guidelines.
Data Management and Office Operations:
Utilize computer applications, particularly Microsoft Excel, to create and update spreadsheets, reports, and databases.
Handle basic accounting tasks, such as maintaining petty cash, recording expenses, and preparing invoices.
Communication and Collaboration:
Assist in the preparation of presentations and materials for meetings.
Coordinate and distribute internal and external communications, such as emails, newsletters, and announcements.
Collaborate with team members to ensure effective workflow and timely completion of tasks.
Qualifications:
High school diploma or equivalent; additional education or certification in office administration is a plus.
Proficiency in computer applications, including Microsoft Office (Word, Excel, Outlook, PowerPoint).
Excellent written and verbal communication skills in English.
Strong typing skills and attention to detail.
Knowledge of basic accounting principles and experience with financial tasks.
Good organizational and time management abilities.
Professional demeanor and excellent customer service skills.
Familiarity with architectural or related industries is advantageous but not required.
