Secretary

Are you organized, dependable, and professional with strong administrative skills? Do you want to be part of a high-performance team building world-class projects? We are seeking a Secretary to provide crucial support to our management and operations team.

📍 Location: Moka
📅 Employment Type: Full-Time
🏗️ Industry: Construction / Real Estate Development / Infrastructure

🔧 Key Responsibilities

Administrative & Secretarial Support

• Provide day-to-day administrative and secretarial assistance to the management team, including calendar management, travel planning, meeting coordination, and internal communications.

• Draft and format letters, memos, official correspondence, meeting minutes, and reports.

• Maintain a systematic and confidential filing and document management system for all company records (physical and digital).

• Handle incoming/outgoing mail, emails, calls, and visitors in a professional and efficient manner.

Procurement & Supplier Coordination

• Follow up with suppliers for timely submission of invoices, delivery notes, and statements of account.

• Track pending supplier payments, match documentation (POs, delivery notes, invoices), and assist in submitting payment requests for approval.

• Coordinate with the procurement and finance teams to ensure vendor files are up to date and payments are processed within agreed timelines.

• Maintain a supplier contact database and monitor supplier performance records.

Banking & Finance Support

• Liaise with banks for administrative tasks such as opening or updating corporate accounts, cheque processing, bank letters, and submission of documentation.

• Assist in preparing documentation required for bank loans, guarantees, or fund transfers.

• Monitor and follow up on bank correspondences, charges, and updates.

Permit & Liaison Duties

• Liaise with government bodies and local authorities (Municipal Council, EIA Division, Smart City, CEB, CWA, WMA, etc.) for submission, tracking, and collection of permits and approvals.

• Coordinate with external consultants and legal advisors to compile and submit required project documentation to authorities.

• Track timelines and validity of permits, licenses, and ensure renewals are actioned before expiry.

Project & Site Administration

• Provide administrative support to site teams including coordination of site meetings, safety records, and timesheets.

• Manage internal logistics for the movement of documents and supplies between office and site.

• Assist in onboarding new staff, maintaining HR records, and coordinating medical or legal appointments.

• Maintain registers of leave, attendance, training logs, and ID issuance for project sites.

General Office Management

• Monitor inventory and place orders for office supplies and stationery.

• Ensure upkeep of office premises and coordinate with service providers for repairs, maintenance, or office equipment servicing.

• Coordinate courier dispatch and logistics for local and international shipments.

👤 Candidate Profile

Qualifications & Experience

• Minimum Diploma in Secretarial Studies, Office Administration, or Business Management.

• At least 2–5 years’ experience in a similar role, ideally in the construction, engineering, or real estate sector.

• Prior exposure to dealing with banks, local authorities, and supplier coordination will be a strong advantage.

Skills & Attributes

• Excellent organizational and multitasking skills.

• Strong written and verbal communication in English and [French/Creole/local language].

• Discreet, trustworthy, and able to manage confidential information.

• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook); knowledge of project management or accounting software is a plus.

• High level of professionalism and customer service attitude.

🎁 What We Offer

• Attractive salary package and yearly performance review.

• The opportunity to grow with a reputable multinational brand.

• Exposure to large-scale real estate and construction projects.

• A respectful, multicultural, and dynamic working environment.