Job description / Role

Employment: Full Time

Purpose:
- Keeps official records and executes administrative policies determined by Head of Division or in conjunction with other responsible persons.
- To undertake all secretarial and administrative work for the Division.
- To ensure smooth communication between the Head of Division and the customers or employees of the organization. To reflect the company image through skilled communication and correspondence.

Reporting to Concerned Head of Division Mr. Khaled Awad

Duties and Responsibilities
- Answers telephone, screens callers and relays messages.
- Greets visitors and callers, handles their inquiries, and directs them to appropriate individuals.
- Arrange conferences, meetings, facilities and accommodation and travel reservations for the division.
- Schedules and confirms appointments for clients, customers, or supervisors.
- Composes types, receives and distributes meeting notes, routine correspondence, and reports.
- Types and transcribes reports and letters from dictation or hand written copy using personal computer.
- Opens, reads, routes, distributes incoming mail and other material, and prepares answers to routine letters.
- Mails newsletters, promotional material, and other information.
- Operates office equipment such as fax machine, copiers, and phone systems, and uses computers for spreadsheet, word processing, data base management, electronic calendars, e-mail access and other applications.
- Operates electronic mail systems and coordinates the flow of information both internally and with other organization.
- Set up and maintain paper and electronic filling systems for records, correspondence, and other material.
- Completes various request forms for office suppliers and equipment as directed and in accordance with company procedures.
- Conducts searches to find needed information, using such sources as the internet.
- Organizes a database of detailed mailing list for the company.
- Carries out routine duties and responsibilities with supervision. Makes decisions and establishes work priorities and essentially procedure-oriented operations.

Cooperation and Contact
- With all staff and employees in the company; with representatives from the company customers and all companies and firms associated with provision of goods or services to the company, as directed / agreed by the Head of Division.

Work Environment:
The noise in the environment is quiet to moderate.

Physical Demand:
While performing the duties of this job the Secretary is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; talk or hear and taste or smell. She is occasionally required to stand; walk and stoop, kneel, crouch, or crawl. The vision requirements include: close vision, depth perception and ability to adjust focus.

Age: 20-30 years

Requirements

- Associate’s degree (A.A.) or equivalent from two-year college or technical school and one year related experience and / or training; or equivalent combination of education and experience.
- Ability to read and interpret documents such as safety rules, operating and maintenance instruction, and procedure manuals.
- Ability to write routine reports and correspondence.
- Ability to speak effectively before groups of customers or employees of organization.

Language Ability: (Arabic, English, French)

Computer Skills:
Word processing, Spreadsheets, E-mail, Inventory, related database software.

About the Company

Advanced Construction Technology Services (ACTS) is a multi-disciplinary consultancy firm specialized in construction materials and geotechnology. It was founded in Lebanon the year 1996, with an operating branch in Qatar and KSA; and executing projects within neighboring Middle Eastern countries.

ACTS aims to provide the highest quality testing services, comprehensive consultation and efficient design.

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