Position Overview:

We are seeking a highly organized and proactive Executive Secretary and Administrative Coordinator to join our team. The ideal candidate will provide comprehensive administrative support to senior executives and coordinate various administrative functions to ensure the smooth operation of the sales and logistics department. This role requires strong communication, organizational, and multitasking skills, as well as the ability to handle confidential information with discretion.

Key Responsibilities:

1. Executive Support:

• Manage and maintain executives' schedules, including arranging meetings, appointments, and travel itineraries.

• Screen emails, and other communications for executives, responding emails and sales quotation.

1. Administrative Coordination:

• Coordinate and oversee administrative functions, including procurement, facilities management
• Maintain accurate records and files, both electronic and physical, ensuring confidentiality and accessibility as needed.
• Assist in the planning and coordination of logistics-related like shipping documents and bank transactions.

1. Documentation and Reporting:

• Draft, proofread, and edit documents, letters, memos, and reports as required.
• Maintain and update databases, spreadsheets, and other records to track relevant information and metrics.

1. Logistics Support:

• Collaborate with the logistics team to ensure the efficient flow of operations, coordinating shipments, deliveries, and inventory management as needed.
• Assist in the preparation of shipping documentation, customs clearance, and compliance with regulatory requirements.
• Liaise with vendors, suppliers, and service providers to obtain quotes, negotiate contracts, and resolve issues as necessary

Skills

Qualifications:

1. Bachelor's degree in Business Administration, Logistics, or related field preferred.
2. Proven experience as an executive secretary, administrative coordinator, or similar role, preferably in the logistics field and has knowledge in building material industry
3. Proficiency in office productivity software, including Microsoft Office Suite (Word, Excel, Outlook) and database management systems.
4. Strong communication skills, both written and verbal, with the ability to interact professionally with diverse stakeholders.
5. Exceptional organizational skills and attention to detail, with the ability to prioritize tasks and meet deadlines in a fast-paced environment.
6. Discretion and confidentiality in handling sensitive information and documents.
7. Ability to work independently with minimal supervision and collaborate effectively within a team.
8. Flexibility and adaptability to changing priorities and business needs.