Secretary

Job description:

Qatar Power Construction WLL is seeking a well-organized, professional, and presentable Receptionist cum Secretary to manage front-desk operations and provide administrative and secretarial support to the management and other departments.

The ideal candidate should have excellent communication skills, a friendly and professional attitude, and the ability to handle daily office administration efficiently in an electrical contracting and construction environment.

1. Key Responsibilities

A. Reception and Front Desk Management

• Welcome and attend to visitors, clients, suppliers, and business partners professionally.
• Answer, screen, and forward incoming telephone calls and respond to general inquiries.
• Receive, sort, and distribute incoming and outgoing mail, documents, and courier deliveries.
• Maintain the reception area in a clean, organized, and professional manner.
• Manage visitor records and coordinate appointments and meetings.
• Handle general inquiries and direct visitors and callers to the appropriate departments.

B. Secretarial and Administrative Support

• Provide secretarial and administrative support to the management and office staff.
• Prepare, type, format, and maintain letters, emails, reports, and other official documents.
• Manage appointments, meeting schedules, and calendars for management.
• Maintain proper filing systems for physical and electronic documents.
• Handle incoming and outgoing correspondence and follow up on pending matters.
• Assist in preparing meeting agendas, minutes of meetings, and other administrative records.
• Maintain confidentiality of company information and documents.

C. Documentation and Office Coordination

• Maintain and organize company records, contracts, quotations, purchase orders, invoices, and other relevant documents.
• Assist in preparing and tracking document submissions, approvals, and correspondence related to electrical contracting projects.
• Coordinate with the project team, engineers, procurement, accounts, HR, and other departments as required.
• Assist in preparing and maintaining staff records, attendance sheets, and other administrative documents.
• Support the preparation and submission of documents to clients, consultants, suppliers, and other relevant parties.
• Ensure that documents are properly filed, updated, and readily accessible when required.

D. General Office Administration

• Monitor office stationery and other administrative supplies and coordinate replenishment when necessary.
• Assist in coordinating meetings, appointments, and internal office activities.
• Maintain records of office expenses, courier deliveries, and other administrative transactions, where required.
• Assist management with day-to-day administrative tasks and special assignments.
• Perform other duties related to reception, secretarial work, and office administration as assigned by management.

1. Qualifications and Requirements

• Diploma or bachelor's degree in Business Administration, Office Management, Secretarial Studies, or a related field is preferred.
• Previous experience as a Receptionist, Secretary, Administrative Assistant, or in a similar position.
• Experience in a construction, electrical contracting, engineering, or technical company will be an advantage.
• Good command of English, both written and spoken.
• Knowledge of Arabic will be an advantage.
• Proficiency in Microsoft Office applications, including Word, Excel, and Outlook.
• Good typing, email correspondence, documentation, and filing skills.
• Strong organizational, multitasking, and time-management abilities.
• Professional telephone etiquette and interpersonal communication skills.
• Ability to work independently and coordinate effectively with different departments.
• Must be professional, presentable, responsible, punctual, and trustworthy.

1. Required Skills and Competencies

• Excellent communication and customer service skills.
• Strong administrative and secretarial capabilities.
• Attention to detail and accuracy in documentation.
• Good organizational and coordination skills.
• Ability to prioritize tasks and meet deadlines.
• Professional attitude and a positive approach to work.
• Ability to maintain confidentiality and handle sensitive information.
• Willingness to support various departments in a fast-paced construction environment.

1. Reporting Structure

The Receptionist cum Secretary will report directly to the General Manager, Administration Manager, or another designated member of management, as assigned by the company.

1. Key Performance Expectations

The successful candidate will be expected to:

• Maintain an efficient and professional reception area.
• Ensure timely handling of telephone calls, emails, and correspondence.
• Maintain accurate and organized company records and documentation.
• Provide reliable secretarial and administrative support to management.
• Coordinate effectively with internal departments and external stakeholders.
• Complete assigned administrative tasks accurately and within the required timeframes.
• Maintain a high standard of professionalism, confidentiality, and customer service.

Pay: QAR4,500.00 - QAR5,000.00 per month

Work Location: In person