Executive Secretary cum Receptionist

Role Overview

Qualifications

• Diploma or bachelor's degree in Business Administration, Procurement, Supply Chain Management, or a related field.
• Two to five years of experience in secretarial, administrative, purchasing, or procurement roles.
• Knowledge of procurement procedures, supplier management, purchasing, quotations, purchase orders, and inventory management.
• Proficiency in MS Office, especially Word, Excel, Outlook, and PowerPoint.
• Strong communication, negotiation, organizational, and time-management skills.
• Ability to maintain accurate and confidential records and meet deadlines.
• Ability to work independently and coordinate with suppliers and internal departments.
• Good written and verbal English communication skills.

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 and coordinate communications.
• Respond to telephone calls, emails, and correspondence.
• Assist management and departments with administrative tasks.
• Maintain office supplies and coordinate office requirements.

Procurement Responsibilities

• Identify purchasing requirements and obtain specifications from departments.
• Source suppliers and request quotations for materials, equipment, and services.
• Compare quotations, prices, quality, delivery schedules, and payment terms.
• Negotiate competitive prices and favorable supplier terms.
• Prepare purchase orders and procurement documents.
• Follow up with suppliers on delivery, invoices, and discrepancies.
• Maintain supplier databases and procurement records.
• Coordinate with finance on invoice and payment processing.
• Assist with supplier evaluation and development.

Workplace

• Work location is in person.