Operations Secretary

Qualifications:

• Graduate of any 4-year course
• Has 1-2 years of relevant experience
• Proficient in Microsoft Office applications (Word, Excel, PowerPoint, and Outlook).
• Native or bilingual proficiency in spoken and written Mandarin and Filipino.
• Strong organizational and time-management skills
• Ability to handle confidential information with discretion
• Willing and able to stay on-site as required by the company.

Responsibilities:

• Handle confidential and sensitive information with discretion.

• Schedule meetings and appointments, and send reminders and confirmations. This also includes coordinating and arranging meetings or appointments with government offices or officials, and ensuring all required documents or preparations are completed beforehand.

• Process, renew, and monitor all company permits and requirements with local and national government agencies.

• Make travel arrangements and book accommodations and transportation.

• Prepare and edit documents such as letters, reports, invoices, and presentations.

• Manage office correspondence, including emails, phone calls, and mail.

• Maintain accurate records of office expenses, invoices, and client databases.

• Collaborate with departments to assess procurement requirements and purchasing needs.

• Use Chinese language skills to communicate, coordinate, monitor, collaborate, and provide support to other departments as needed.

• Interpret and translate communications from Chinese to Filipino and vice versa when necessary.

• Develop purchasing plans and strategies based on company requirements and budgets.

• Identify potential suppliers and evaluate their quality, pricing, and delivery capabilities.

• Negotiate terms and conditions with suppliers to secure favorable agreements for the organization.

• Prepare and issue purchase orders for goods and services in accordance with company requirements.

• Track orders, ensure timely delivery, and resolve any discrepancies or delays.

• Address procurement-related issues such as delivery delays, supplier disputes, or product quality concerns.

• Work closely with other departments, including Finance and Accounting, to ensure smooth and efficient operations.

• Interpret and translate communications from Chinese to Filipino and vice versa when necessary.

• Perform other related duties and responsibilities as assigned.

• Carry out additional tasks and projects as requested by the Supervisor or Manager.