Executive Secretary cum Receptionist

Role overview

Qualifications

• Diploma or bachelor's degree in Business Administration, Procurement, Supply Chain Management, or a related field.
• The description states both a minimum of 3–5 years in secretarial and procurement-related work and 2–5 years in secretarial, administrative, purchasing, or procurement roles.
• Good knowledge of purchasing, supplier coordination, quotations, purchase orders, inventory management, procurement procedures, and supplier management.
• Proficiency in MS Office; Word and Excel are emphasized, and Outlook and PowerPoint are also listed.
• Good English communication skills, strong communication and negotiation skills, and strong organizational and time-management abilities.
• Ability to maintain accurate records, handle confidential information, work independently, coordinate across departments, pay attention to detail, and meet deadlines.

Secretarial and administrative duties

• Manage daily administrative and secretarial activities; prepare letters, emails, reports, minutes, and other documents.
• Maintain filing systems, records, and confidential documents.
• Schedule meetings and appointments, coordinate communications, and respond to calls, emails, and correspondence.
• Assist management and departments with administrative tasks; maintain office supplies and coordinate general office requirements.

Procurement responsibilities

• Identify purchasing requirements and obtain specifications from departments; source suppliers and request quotations.
• Compare quotations, prices, quality, delivery schedules, and payment terms, and negotiate favorable terms.
• Prepare purchase orders and procurement documents; follow up with suppliers to ensure timely delivery.
• Coordinate with suppliers on invoices, deliveries, and discrepancies; maintain vendor databases and procurement records.
• Coordinate invoice and payment processing with accounts or finance departments and assist in evaluating and developing reliable suppliers.

Work location

• Work location is in person.