Admin cum Executive Secretary



Ref: RP682-32

Job description / Role

Employment: Full Time

Primary Purpose Of Role:
The Operation Manager is responsible for overseeing all the functions controlling and supervising production process with Contractors if required for in house production as well. Supervising the logistics operations and productions operations. The Operations Manager would be an expert in providing project management on production, logistics management, customs clearance which is essential.

Duties and Responsibilities:
• Assist with day-to-day operations of the Admin duties
• Provide clerical and administrative support to Chairman.
• Compile and update employee records (soft copies)
• Process documentation and prepare reports relating to personnel activities
• Payroll Entries/preparation by providing relevant data (addition, deductions, bonus, leaves, etc).
• Renewal of Company Trade Licenses/Lease and any other registration related to company.
• Controlling and saving all the important documents related to company.
• Drafting NOC, Resolution, other documents required in Government Agencies in Turkey
• Applying employee Visa’s online for all employees
• Cancellation of Visa’s and final settlement online application
• In-charge of all Import & Export transaction
• Developing and documenting all work processes for the Department
• Prepare general correspondences, memorandums for the Company and subsidiary companies
• Preparing documentation and doing company closure process.
• Finding appropriate and cost-effective suppliers such as lawyers, translators and any other suppliers as needed by the company
• Reviewing of all office suppliers and negotiating contracts with them yearly, in conjunction with Finance Manager
• Work directly with the Chairman to manage all activities related to company.
• Responsible for providing complete secretarial assistance to Chairman both official and personal work at any time.
• Prepare general correspondences, memorandums for the Company
• Perform general administrative support in all areas of the Company.
• Assist in arranging meetings internal or external.
• Assists with all administrative arrangements for meetings, workshops and conferences.
• Assists in preparation of payment request/travel claims with the supporting
• Documentation for payments follow-ups.
• Maintains policy & handling files, data, & documents of the Company.
• Send & reply to emails on behalf of Chairman.
• Monitoring E-mails of all Company emails.
• Make sure all messages are well distributed
• Maintain quality communication between inter-office personnel and guests
• Provide efficient service in handling the daily schedule of the Chairman
• Responsible business diaries and requisitions of all office requirements/stationeries vital
• to the operation of the company
• Organizing travel itineraries for Staffs, Visas & Hotel bookings for executives on business tours.
• Make travel arrangement, hotel booking & other reservations for Company guest & visitor
• Maintain the official engagement of the Chairman his programs & schedules.
• Handles all the concerns of all other offices/group companies in & outside Turkey.
• Tracking and Checking Expenses of Company Credit Cards of the company.
• Responding to emails on behalf of the Chairman for his personal properties and other requirements.
• Receiving Telephone calls on his behalf for his personal activities.
• Renewal of Company Vehicles and Renewals
• Preparing and helping to complete Statement of Account for Company
• Applying Company Corporate Bank Accounts
• Attending Bank meetings
• Coordinating with RM related to Company accounts
• Creating invoices and other documents related to company under my name.
• Assisting account departments for transactions related to company
• Coordinating with Exchange House for money transfers
• Coordinating with Some suppliers/customers (if necessary)
• KYC/other documentation required for Tender.
• Helping and assisting on opening new company even under the other employee's name.
• Ensures confidentiality is upheld at all times


• Leadership skills and supervisory experience
• Ability to train others and lead by example
• Prominent level of communication skills for both internal and external clients
• Negotiation Skills
• Planning organization and time management skills

Personal Characteristic:
• Willingness to learn
• Open to change
• High integrity and professionalism
• Possesses Energy drive and enthusiasm
• Strong interpersonal skills

Please note: From time to time there that other job responsibilities may be provided as a project or may be included into the role. Also, due to the nature of the role additional hours will be expected due to the nature of the position and level of responsibility required to meet customer needs.

• Company policy & Compliance
• Follow all company policies and procedures
• Maintain company confidentiality at all times
• Maintain a professional image

About the Company

Built over a rich legacy of over 50 years in the Chemical Industry, Kemipex is a leading developer and supplier of technologically-advanced and economically-improved chemical products and solutions. Based in the Middle East, we are involved in business operations across the globe. Apart from being key players in several chemical sectors like food, pharma, coatings and advanced construction raw materials, we are primarily a leading market figure in the Lubricant industry. Complying with various industrial specifications, our potent resources and strong technological database help us maximize the reliability, efficiency and lifespan of our customers finished products.

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