Secretary To Business Head

Roles and Responsibilities 1. Communication and Correspondence

Handle incoming and outgoing phone and mail correspondence

Communicate information to team members or clients, schedule appointments or general follow-up as and when required

Taking notes, preparation of memo or letter, and screening mail etc

Proofreading documents before they are sent out of the office

2. Support in coordinating & processing of bills / claims

a. Processing of claims / reimbursements (Travel, Mobile, vendor payments etc).

b. Track & monitor payments towards mobile, credit cards, rents and other bills so as to ensure there are no delay in payments

c. Updating statements and payment receipts

3. Filing and Documentation

Perform general duties to include but not limited to : photocopying, mailing, and filing

Maintaining files for bills, invoices, payment receipts. Timely filing of the same. Maintaining hard copies and electronic filing system as required

Maintaining client wise records correspondence, acknowledge copies, agreements / contract files etc.

4. Travel arrangement and management- Should be handled in coordination with Admin team

Organise and arrange for travel requirements as required - hotel bookings, air tickets, car bookings & airport transfers

Ensuring all details are passed on to the team member on-time and hard copies of tickets or any other travel document is handed over in an organized manner

Ensuring the travel requisition form is filled and submitted to the Admin team

Coordinating with members in other offices to ensure smooth travel of team members

5. Managing Senior team members office and Coordination

Filling team member or senior’s vouchers, submitting it to finance with relevant documentation and collecting the dues from finance

Depositing cheques, timely payment of their bills etc

Maintaining confidentiality

Expected to work long hours