Secretary
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Key skills for this role
About the Role
DBX Signage for Promotional Gifts Preparing LLC is seeking a proactive Admin Secretary to support daily office, sales, and operational activities. You will handle documentation, record-keeping, payment follow-ups, and client coordination.
Key Skills for This Role
Responsibilities
- Handle daily administrative and secretarial tasks
- Maintain proper recording and documentation of contracts, quotations, LPOs, invoices, and company files
- Organize and update digital and physical filing systems
- Prepare quotations, invoices, reports, and official correspondence
- Follow up on pending payments, collections, and outstanding invoices
- Track client inquiries, sales leads, and ensure timely follow ups
- Coordinate with clients regarding orders, approvals, and job updates
- Communicate with suppliers for materials and delivery coordination
- Monitor job orders and assist in tracking production timelines
- Support management with reports and operational updates
- Handle incoming calls, emails, and customer inquiries professionally
Requirements
- Strong organizational and documentation skills
- Ability to follow up payments firmly and professionally
- Good communication skills (English required)
- Proficient in MS Office (Word, Excel, Outlook)
- Ability to multitask and work under pressure
- Responsible, detail oriented, and reliable
Full Job Posting
Job Overview
- DBX Signage for Promotional Gifts Preparing LLC is seeking a proactive and detail oriented Admin Secretary to support daily office, sales, and operational activities.
- The role requires strong documentation skills, proper record keeping, and consistent follow up on payments, inquiries, and internal coordination.
Key Responsibilities
- Handle daily administrative and secretarial tasks.
- Maintain proper recording and documentation of contracts, quotations, LPOs, invoices, and company files.
- Organize and update digital and physical filing systems.
- Prepare quotations, invoices, reports, and official correspondence.
- Follow up on pending payments, collections, and outstanding invoices.
- Track client inquiries, sales leads, and ensure timely follow ups.
- Coordinate with clients regarding orders, approvals, and job updates.
- Communicate with suppliers for materials and delivery coordination.
- Monitor job orders and assist in tracking production timelines.
- Support management with reports and operational updates.
- Handle incoming calls, emails, and customer inquiries professionally.
Requirements
- Strong organizational and documentation skills.
- Ability to follow up payments firmly and professionally.
- Good communication skills (English required).
- Proficient in MS Office (Word, Excel, Outlook).
- Ability to multitask and work under pressure.
- Responsible, detail oriented, and reliable.
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