Office Secretary

We are looking for a highly organized and reliable Office Secretary to ensure the smooth daily operations of our corporate office. As the first point of contact for clients, vendors, and site personnel, you will play a crucial role in maintaining a professional environment. The ideal candidate is an excellent communicator who can juggle administrative tasks, manage documentation, and support the management team in a fast-paced real estate and development setting.

Key Responsibilities Administrative & Reception Duties

• Serve as the primary point of contact for the office, welcoming visitors, clients, and contractors with a professional demeanor.
• Answer, screen, and route incoming phone calls and emails to the appropriate departments or personnel.
• Manage the daily office schedule, including booking meeting rooms and coordinating appointments for the management team.
• Monitor and order office supplies, ensuring the workspace remains fully stocked and presentable.
• Maintain daily employee and site staff attendance registers.

Documentation & Record Keeping

• Organize and maintain physical and digital filing systems for important company documents, including site reports, vendor contracts, and client records.
• Draft, format, and distribute internal and external correspondence, memos, and notices.
• Assist in preparing and distributing HR and administrative documents (e.g., offer letters, ID cards, memos).
• Handle sensitive information with the highest level of confidentiality.

Operations Support

• Coordinate communication between the main office and ongoing project sites.
• Assist the management team with basic data entry, expense tracking, and preparing daily or weekly operational reports.
• Receive, sort, and distribute daily mail and deliveries.