Operation Secretary
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Key skills for this role
About the Role
Millennium Facilities Management seeks an Operations Secretary to provide administrative and clerical support to the operations team. The role involves handling documentation, coordinating communication, maintaining records, and assisting in operational planning.
Key Skills for This Role
Responsibilities
- Provide administrative support to the operations department
- Prepare, organize, and maintain files, reports, and operational documents
- Coordinate schedules, meetings, and appointments for the operations team
- Handle incoming calls, emails, and correspondence related to operations
- Assist in preparing reports, presentations, and operational updates
- Monitor and track work orders, service requests, and project progress
- Ensure proper documentation and filing of permits, contracts, and compliance records
- Liaise with internal departments, clients, and suppliers as required
- Maintain office supplies and ensure availability of necessary materials
- Support logistics coordination, including staff scheduling and site arrangements
- Perform data entry and maintain accurate operational records
- Assist in preparing invoices, LPOs, and other administrative documents
Requirements
- Bachelor's degree or Diploma in Business Administration or related field
- Proven experience in administrative or secretarial roles, preferably in operations or facilities management
- Strong organizational and multitasking skills
- Excellent communication skills (written and verbal)
- Proficient in Microsoft Office (Word, Excel, Outlook)
- Ability to handle confidential information with integrity
- Attention to detail and problem solving skills
Full Job Posting
Job Summary
- The Operations Secretary provides administrative and clerical support to the operations team to ensure smooth and efficient daily operations.
Key Responsibilities
- Provide administrative support to the operations department.
- Prepare, organize, and maintain files, reports, and operational documents.
- Coordinate schedules, meetings, and appointments for the operations team.
- Handle incoming calls, emails, and correspondence related to operations.
- Assist in preparing reports, presentations, and operational updates.
- Monitor and track work orders, service requests, and project progress.
- Ensure proper documentation and filing of permits, contracts, and compliance records.
- Liaise with internal departments, clients, and suppliers as required.
- Maintain office supplies and ensure availability of necessary materials.
- Support logistics coordination, including staff scheduling and site arrangements.
- Perform data entry and maintain accurate operational records.
- Assist in preparing invoices, LPOs, and other administrative documents.
Qualifications and Requirements
- Bachelor’s degree or Diploma in Business Administration or related field.
- Proven experience in administrative or secretarial roles, preferably in operations or facilities management.
- Strong organizational and multitasking skills.
- Excellent communication skills (written and verbal).
- Proficient in Microsoft Office (Word, Excel, Outlook).
- Ability to handle confidential information with integrity.
- Attention to detail and problem solving skills.
Key Competencies
- Time management and prioritization
- Communication and coordination
- Attention to detail
- Teamwork and collaboration
- Professionalism and reliability
Work Location
- In person
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