DPD - Secretary

Job Summary

The Receptionist & Administrative Coordinator serves as the first point of contact for visitors, clients, suppliers, and employees, ensuring a professional and welcoming experience that reflects DuPods values and culture. The role is responsible for managing front desk operations, coordinating travel arrangements, supporting day-to-day administrative activities, maintaining office coordination functions, and providing general administrative support to ensure smooth and efficient business operations.

Responsibilities

Key Responsibilities

1. Welcome visitors, clients, and guests professionally, ensuring a positive first impression of DuPod.
2. Manage reception activities including visitor registration, access coordination, and guest assistance.
3. Answer, screen, and direct incoming telephone calls, emails, and inquiries efficiently.
4. Maintain the reception area, meeting rooms, and visitor-facing spaces in a professional and organized condition.
5. Coordinate meeting room bookings and support meeting preparations.
6. Arrange refreshments and hospitality requirements for visitors, meetings, and company events.
7. Coordinate domestic and international travel arrangements including flights, hotels, transportation, and itineraries.
8. Support travel approval processes and maintain accurate travel records and documentation.
9. Assist with visa applications and travel-related administrative requirements when necessary.
10. Provide administrative support to various departments through document preparation, correspondence, and reporting.
11. Maintain filing systems, databases, company records, and administrative documentation.
12. Perform data entry activities while ensuring accuracy and confidentiality.
13. Monitor office supply inventory levels and coordinate replenishment requirements.
14. Coordinate with vendors, service providers, couriers, and building management to support office operations.
15. Support office maintenance requests and contribute to maintaining a productive workplace environment.

Qualifications

Qualifications & Skills

1. Bachelors Degree or Diploma in Business Administration, Management, Human Resources, Tourism, Hospitality, or a related field.
2. Fresh graduates are encouraged to apply.
3. Previous internship or administrative/customer service experience is considered an advantage.
4. Strong verbal and written communication skills in English.
5. Excellent customer service and interpersonal skills.
6. Ability to manage multiple tasks and priorities in a fast-paced environment.
7. Proficiency in Microsoft Office applications including Outlook, Word, Excel, and PowerPoint.
8. Strong organizational skills with attention to detail and accuracy.
9. Ability to maintain confidentiality and professionalism at all times.
10. Willingness to learn and adapt to changing business requirements.

Core Competencies

1. Professional Communication: Ability to communicate clearly, professionally, and confidently with visitors, employees, and external stakeholders.
2. Customer Service Orientation: Commitment to providing an exceptional experience for guests and internal customers.
3. Organization & Planning: Ability to manage schedules, bookings, records, and administrative activities efficiently.
4. Attention to Detail: Ensures accuracy in travel arrangements, documentation, records, and administrative tasks.
5. Time Management: Ability to prioritize activities and meet deadlines effectively.
6. Problem-Solving: Ability to address routine administrative and operational challenges proactively.
7. Adaptability: Flexibility to support a dynamic business environment and varying administrative requirements.
8. Teamwork: Works collaboratively with colleagues and supports cross-functional business needs.

What makes a true AMANAian?

1. We know that our company growth and success come from our people who continuously drive our company, partners and clients forward. Our community of talented employees, AMANAians, are built on the eight foundations of the Group AMANA workforce.
2. We are Team Players.
3. We are Reliable.
4. We communicate with Clarity.

We make decisions based on Understanding