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 are the typical educational qualifications and skills required for a Secretary role at American Construction Inc. in Guyana?
Generally, a CSEC (CXC) certificate, particularly in English and Office Administration, is preferred. Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and strong organizational skills are essential.
What are the common day-to-day responsibilities for a Secretary at American Construction Inc.?
Daily tasks often include managing correspondence, scheduling appointments, maintaining filing systems, and assisting with administrative support for projects. You would also handle incoming calls and greet visitors, ensuring smooth office operations.
What is the typical work culture and what are the expectations for punctuality and professionalism at American Construction Inc. in Guyana?
Punctuality, respect for hierarchy, and a professional demeanor are highly valued in Guyanese workplaces. Adaptability and a willingness to assist team members are also important in a dynamic environment like construction.
What are the realistic career progression or growth paths for a Secretary at American Construction Inc. in Guyana?
With experience, a Secretary can advance to an Executive Assistant, Office Manager, or even specialized administrative roles within a company. Further education or training in business administration can also open up more opportunities.
What are the common benefits offered to Secretaries by employers like American Construction Inc. in Guyana?
Typical benefits often include paid vacation leave, sick leave, and possibly contributions to the National Insurance Scheme (NIS). Some larger companies might offer additional benefits such as medical aid or performance-based bonuses.
What is the typical application process and what does American Construction Inc. look for in Secretary candidates in Guyana?
The application typically involves submitting a resume and cover letter, followed by an interview. Employers value candidates with strong communication skills, a professional attitude, and relevant administrative experience.