Secretary

Scope of Duties/Responsibilities

·         Providing an efficient administrative support service that allows company to operate efficiently

·         Dealing with incoming/outgoing communication (switchboard, faxes, emails, post, courier) and maintaining registries

·         Maintaining and updating address book database

·         Performing general secretarial duties including photocopying, filing, and typing documents

·         Handling traveling arrangements, travel insurance & visa applications

·         Collecting and processing invoices towards the accountants

·         Maintaining staff attendance records

·         Maintaining all company agreements/contracts

·         Maintaining registry of all company assets

·         Coordinating repairs & maintenance of premises

·         Receiving and assisting visitors

·         Monitoring and ensuring availability of general supplies such as stationery/kitchen/cleaning, etc.

·         Ensuring office tidiness and cleanliness

·         Preparation and processing of purchase requisitions.

·         Liaising with suppliers for purchase orders and invoices.

·         Maintenance of register of all supplier invoices.

·         Receiving supplier invoices, checking to purchase requisitions and forwarding to CA for approval prior to posting.

·         Posting of approved invoices.

·         Preparing & posting of all bank payments to accounting system (daily).

·         Bank reconciliations (as required on daily/weekly/monthly basis).

·         Checking and posting of bank charges.

·         Petty cash maintenance

·         Maintenance of filing register.

·         General support of accounts department as required by CA and GFC.

·         Collecting and forwarding bunker delivery documentation to LSO on a daily basis.

Required Qualifications / Competencies

·         College education is a must, university degree is preferred

·         Experience of working in a busy office environment and providing administrative support

·         Excellent telephone etiquette and professional appearance

·         Previous accounting experience preferred

·         Proficiency of Microsoft Word, Excel and Outlook

·         Excellent command of the Romanian and English languages, both written and spoken

·         Detail-oriented individual with strong written and verbal communication skills

·         Reliability, trustworthiness, discretion and confidentiality

·         A positive attitude to dealing with people including staff and suppliers, at all levels

·         Well developed organization and time management skills and the ability to work on own initiative and to prioritize between conflicting demands

·         Ability to work at a consistently high level of accuracy to meet tight deadlines

·         Ability to work independently including maintaining filing systems and the ability to work within a team