Secretary-Design & Procurement

Overview

Secretary-Design & Procurement

Invoice & Payment Coordination

• Manage end-to-end invoice tracking, payment coordination, and follow-up activities with internal finance teams and external vendors.
• Monitor payment status and ensure timely submission and processing of invoices in compliance with internal procedures.
• Maintain accurate records of invoices, payments, petty cash, and related financial documentation.

Office Administration & Operations

• Oversee daily office administration activities to ensure smooth and efficient operations.
• Coordinate office arrangements, IT support requests, office supplies, stationery, and department inventory management.
• Support employee administrative requirements and coordinate operational requests across departments.

Procurement & Vendor Coordination

• Support procurement activities including vendor coordination, purchase request follow-up, and procurement documentation.
• Ensure procurement records and operational files are properly maintained and updated within shared systems.

Executive & Team Support

• Provide executive-level administrative support including meeting coordination, communication follow-ups, scheduling, and deadline tracking.
• Coordinate cross-functional tasks among team members and support backup resource planning to ensure uninterrupted workflow.
• Assist management with workforce planning, recruitment coordination, onboarding, and transition support activities.

Documentation & Process Coordination

• Maintain organized filing systems and ensure all operational and administrative documents are properly categorized and stored.
• Monitor transition plans and ensure assigned tasks are completed within strict deadlines and timelines.
• Support training coordination and onboarding activities for employees handling new responsibilities.

Collaboration & Operational Excellence

• Work closely with finance, procurement, HR, and technical teams to improve operational efficiency and collaboration.
• Demonstrate professionalism, confidentiality, multitasking, and strong stakeholder management skills within a fast-paced environment.

What You Bring

• Strong invoice tracking and payment follow-up coordination skills.
• Excellent organizational, coordination, and teamwork abilities.
• Ability to work effectively in a fast-paced and dynamic environment.
• Experience in office operations, staff support, IT coordination, and office administration.
• Knowledge of office inventory management and petty cash handling.
• Strong sense of ownership, accountability, and leadership in assigned responsibilities.
• Effective time management and prioritization skills.
• Strong communication and problem-solving abilities.
• Proficiency in Microsoft Office applications and administrative reporting tools.

Education

• Bachelor’s Degree in Accounting, Business Administration, Administration, or a related field.

Experience

• Minimum 7 years of experience in office administration, accounting administration, operational coordination, or similar administrative support roles.
• Experience working within corporate, technical, engineering, or fast-paced operational environments is preferred.