Scope and General Purpose of the position
Provide the General Manager and business unit with high level confidential executive secretarial and administrative support.
Co-ordinate, assess, evaluate and prepare responses to correspondence, submissions, and reports relevant for presentation and action by the General Manager.
Responsible for acting as a liaison between customers and companies. Assists with complaints, orders, errors, book-keeping, filing, billing, quotations, and other queries. This includes client interaction, all web based, verbal and written communications with both Clients and Contractors; on site and off site services; financial administration, and reporting.
The target is to ensure smooth-running operation and maintain high customer satisfaction.
Responsibilities and Duties
Secretarial and Administrative Support1.1. Provide high level secretarial and administrative support to the General Managers and business unit, including:1.1.1. Routine preparation of documents including reports, proposals, briefing notes, invoices, memoranda and general correspondence1.1.2. Meeting bookings and co-ordination1.2. Investigate and conduct extensive research, for the preparation of comprehensive reports / tenders for the General Manager;1.3. Assist in the budget process and develop and amend excel spreadsheets as required.1.4. Input and maintain accuracy of Data.1.5. Act on behalf of the General Managers on delegated administrative matters.1.6. Analyze existing work processes, procedures and systems, identifying opportunities for increased efficiencies and service improvements.1.7. Implement continuous improvement principles to enhance service delivery, reduce response times and remain responsive to customer needs.1.8. Place orders for office supplies, stationery, business cards,…etc. upon the instruction of the General Manager.1.9. Manage all courier pickup and delivery for the company.1.10. Keep records of customer interactions, process customer accounts and file documents1.11. Perform minimal account keeping duties
Communication & Team Work2.1. Effectively and proactively work with Clients and agents/distributors.2.2. Display excellent interpersonal and customer service to ensure a professional image of PuraNova Tech is maintained.2.3. Contribute to the effective functioning of the Company by:• Identifying with and participating in the attainment of objectives and priorities.• Communicating and sharing knowledge with other members.• Developing own skills to meet both individual and team needs.
Other Responsibilities and Duties3.1. Act as the company gatekeeper3.2. Manage all sales administrative tasks including responding to RFQs, RFPs and all customer enquiries, assisting the General Manager in preparing pricelists, product datasheets and other marketing collateral and sales material.3.3. Manage all logistical tasks related to product sourcing, shipping to customers’ destinations, preparing shipping documents such as invoices, packing lists, and liaising with logistic companies at all stages of a consignment3.4. Participate in all training programs offered by the company and undertake any ongoing education stipulated by management from time to time3.5. All ad hoc duties as required by management.3.6. Generate sales leads whenever possible3.7. Build sustainable relationships of trust through open and interactive communication3.8. Handle complaints, provide appropriate solutions and alternatives within the time limits and follow up to ensure resolution