Vacancy
Description
List of Duties- Secretary
1. Check email throughout the day, report the emails to the relevant persons, and reply to all emails. Follow up on all emails if the recipient receives the emails and keep track of a response from the emails.
(Keeping a correspondence file with the hard copy of the emails as per the site, drawings, and photos.) Keep all drawings in soft copy for each job.
2. Arrange a meeting, confirm the meeting, inform the necessary persons for the meeting, and update the meeting board.
3. Work with the Director & General Manager to make import orders, follow up on them, track the movement of the shipments, and update the shipment Excel sheet in the shared folder.
4. Prepare the import purchase order and file it in the shipper file so it can be reconciled with the invoice before payment.
5. Coordinate shipment from international supplier to shipper. (Air freight- ASA Express, Ocean Freight – NL Cargo.) Confirm with Mr. Joe on shipment method for all shipments.
6. Arrange clearing, transportation, and the package of imports on arrival in the country and update the relevant person to update their inventories (subryanville- Joshua, Sophia lot- Simon).
7. Put together all expenses incurred for importation and prep the costing sheet.
8. All sales should be recorded and filed in an invoice file and the sales inventory Excel sheet should reflect the sale to balance.
9. Preparing any needed schedules, and charts required from management.
- Any Other Duties from time to time.
- All desks should be packed, and files labeled filed away in case of an emergency so the files can be easily accessible to any office staff
Requirements
Passes in 5 C-sec subjects and preferable experience working in an office.
Responsibilities
Follow up with emails with clients.
Prepare Import PO and Track the order until it arrives at the destination.
Remuneration/Benefits
Depends on experience and qualifications.
Job Summary
Frequently Asked Questions
What qualifications and education are typically required for a Secretary role in Guyana, especially within a construction company?
Employers usually seek candidates with at least CSEC/CXC passes, particularly in English and Mathematics, often supplemented by a Secretarial Diploma or relevant vocational training. Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and strong typing skills are also essential.
What are the common day-to-day responsibilities for a Secretary in a Guyanese construction firm?
Typical duties include managing correspondence, scheduling appointments, maintaining organised filing systems, and providing general administrative support to management and staff. You will also assist with data entry, preparing documents, and ensuring smooth office operations.
What should a job seeker expect regarding the work culture and expectations for a Secretary in a Guyanese construction company?
Professionalism, punctuality, and adaptability are highly valued in Guyanese workplaces, especially in dynamic sectors like construction. Secretaries are often expected to be proactive, detail-oriented, and capable of managing multiple tasks efficiently.
What are the realistic career progression paths for a Secretary in Guyana, particularly within the construction industry?
With experience and further training, a Secretary can advance to roles such as Senior Secretary, Administrative Assistant, or Office Manager. Opportunities may also arise to specialize in areas like project coordination or executive assistance within the company.
What typical benefits can a Secretary expect to receive from an employer in Guyana?
Common benefits include annual vacation leave, sick leave, and contributions to the National Insurance Scheme (NIS). Some employers may also offer medical assistance, life insurance, or a pension plan, depending on company policy and length of service.
How should one apply for a Secretary position in Guyana, and what do employers typically look for in applicants?
Submit a well-structured resume or CV along with a concise cover letter highlighting your relevant skills and experience. Employers value strong communication abilities, organisational skills, attention to detail, and a positive, professional attitude.
