Duties and Responsibilities:
Executive Secretary & Admin.
•	Receives and screens incoming calls and visitors, determines which are priority matters and alerts the administrator or executive accordingly.
•	Reads and screens incoming correspondence and reports, makes preliminary assessment of the importance of materials and organizes documents; handles some matters personally and forwards appropriate materials to the administrator or executive and staff.
•	Monitors company email.
•	Organize and schedule meetings and appointments.
•	Produce and distribute correspondence memos, letters, faxes and forms.
•	Providing administrative support to ensure efficient operation of the office
•	Responsible for the incoming and outgoing documents.
•	Preparing Tender Documents.
•	Performs a variety of executive support tasks.
•	In-charge for ordering office materials.
 
•	Preparing and monitoring the Invoices and Receipts.
•	Preparing and monitoring expenses to be submitted to the accountant.
•	Making time sheet and salary.
•	Doing booking reservations for all employees and travel arrangement for the General Manager.
•	Support General Manager with his daily clerical tasks.
•	Maintenance of employees’ files and other company documents updated.

Document Control Tasks
•	Maintain document control registers / documents for incoming and outgoing.
•	Develop and maintain a filing system.
•	In-charge for receiving and filling of incoming and outgoing project documents.
•	Ensure all hard and electronic copy distribution of controlled documents to focal point.
•	Follow procedures and update document control procedures when necessary
•	Manage the electronic and hard copy filing of project related technical documentation.
•	Scanning, binding, creations of CD’s and file manipulation.
•	Filing and archiving of documentation to facilitate easy retrieval at a later date.
•	Sending of Drawing Transmittals and Submittals.
•	Manage the document/drawing review process, Internal and External.
•	Archiving data for historical purposes