Team Secretary / Administrative Assistant

We are currently seeking a detail-oriented and organized Team Secretary / Administrative Assistant to provide comprehensive support to our team. You will play a key role in ensuring smooth day-to-day operations by handling various administrative tasks and supporting our staff members.

Responsibilities

• Organize and maintain documents, records, and files (including emails, reports, letters, schedules, forms and tender documents) in paper and/or electronic format, ensuring accuracy and easy retrieval. Ensure all documents have a file path for reference.
• Prepare reports, agendas, and papers for meetings.
• Assist in data entry, generating reports, and compiling information as required by the team.
• Assist in drafting and collating pitching material.
• Support team members with MS Word, PowerPoint and Excel based tasks.
• Ensure reports and outputs are in line with formatting standards.
• Maintain office efficiency by organizing and implementing administrative systems, procedures, and policies.
• Control and maintenance of team diaries, making appointments and arrangements for all meetings and inspections with clients, developers, agents, owners and colleagues.
• Prepare precise targeted e-marketing emails.
• Liaise with internal and external accounts departments as required for raising of invoices, travel and expense reporting and other items. Ensure files adhere to audit regulations.
• Arrange and execute post and courier services.
• Answer phone calls, respond to emails, and handle correspondence on behalf of the team.
• Handle computer/database (KF Database, Contacts Register, Hub).
• Maintain correct contact information on People Search for the department.