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 do I need to become a secretary at a construction company in Guyana?
Most employers in Guyana expect at least a secondary school certificate (CSEC) with passes in English and Office Administration, plus proficiency in Microsoft Word, Excel, and Outlook. A diploma or certificate in secretarial studies or business administration from an institution like the Guyana Industrial Training Centre or University of Guyana is an advantage. Prior office experience is often preferred.
What are the typical day-to-day responsibilities of a secretary in this role?
You would handle typing correspondence, filing documents, answering phones, scheduling meetings, and maintaining records. In a construction setting, you may also assist with preparing quotations, tracking project paperwork, and liaising with suppliers and clients. Accuracy and confidentiality are key expectations.
How should I apply for a secretary position in Guyana?
Prepare a concise CV highlighting your education, computer skills, and any relevant office experience, along with a short cover letter addressed to the hiring manager. Applications are usually submitted by email or delivered in person to the company's office. Follow up politely within one to two weeks if you have not received a response.
What benefits can I typically expect as a secretary in Guyana?
Common benefits include paid annual leave, sick leave, and contributions to the National Insurance Scheme (NIS) as required by law. Some employers may offer additional perks such as medical coverage or year-end bonuses, but these vary by company. Always ask about benefits during the interview stage.
What career growth opportunities exist for secretaries in Guyana?
Experienced secretaries often progress to senior administrative roles such as executive secretary, office administrator, or office manager. Gaining additional qualifications in accounting, human resources, or business management can open doors to supervisory positions. The growing construction sector in Guyana has increased demand for skilled administrative staff.
What work culture and expectations should I be aware of when working in a Guyanese office?
Punctuality, professionalism, and respect for hierarchy are highly valued in Guyanese workplaces. Employers typically expect secretaries to be discreet with company information and adaptable to handling multiple tasks. Building good relationships with colleagues and clients is important for success.