Secretary

Topline Gulf Contracting LLC

Perform routine clerical and administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, or providing information to callers.

• Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
• Compose, type, and distribute meeting notes, routine correspondence, letter writing, and reports.
• Greet visitors and callers, handle their inquiries, and direct them to the appropriate persons according to their needs.
• Locate and attach appropriate files to incoming correspondence requiring replies.
• Creating and maintaining filing systems.
• Maintain scheduling and event calendars.
• Make copies of correspondence and other printed material.
• Open, read, route, and distribute incoming mail and other material, and prepare answers to routine letters.
• Schedule and confirm appointments for clients, customers, or supervisors.
• Set up and maintain paper and electronic filing systems for records, correspondence, and other material.
• Collect and disburse funds from cash accounts, and keep records of collections and disbursements.
• Conduct searches to find needed information, using such sources as the Internet.
• Coordinate conferences and meetings.
• Establish work procedures and schedules, and keep track of the daily work of staff & sites.
• Learn to operate new office technologies as they are developed and implemented.
• Operate electronic mail systems and coordinate the flow of information both internally and with other organizations.
• Order and dispense supplies.
• Prepare and mail checks.
• Provide services to customers, such as order placement and account information.
• Review work done by others to check for correct spelling and grammar, ensure that company format policies are followed, and recommend revisions.
• Operate office equipment such as fax machines, copiers, and phone systems, and use computers for spreadsheet, word processing, database management, and other applications
• using a variety of software packages, such as Microsoft Word, Outlook, Powerpoint, Excel, Access, etc., to produce correspondence and documents and to maintain presentations, records, spreadsheets and databases;
• devising and maintaining office systems;
• ordering and maintaining stationery and equipment;
• sorting and distributing incoming post and organising and sending outgoing post;
• organising and storing paperwork, documents and computer-based information;
• photocopying and printing various documents, sometimes on behalf of other colleagues.
• Fleet management, tracking vehicles and cheking reports