Secretary

Key Responsibilities

• Perform general administrative tasks and clerical duties.
• Maintain both digital and manual filing systems for organized recordkeeping.
• Draft and manage correspondence, including letters and emails.
• Provide comprehensive secretarial and administrative support to the Directors, General Manager, and Accounts Department.
• Manage and update the DAFZA portal efficiently.
• Prepare and submit required documents to respective Consulates for visa processing.
• Maintain a document register, track expiry dates, and process renewals for company documents (e.g., trade licenses, leases, establishment cards, insurance, PO Box).
• Handle employees’ visa renewals and ensure timely processing.
• Support the Content Acquisition and Marketing team through research and information gathering.
• Oversee general office management and daily operational needs.
• Maintain accurate records of customer contract agreements and content-related documentation.
• Organize and manage filing systems for contracts, agreements, and financial records.
• Prepare, submit, and reconcile expense reports, including petty cash management.
• Handle VAT filing in compliance with regulatory requirements.
• Prepare quotations, delivery notes, and receipt vouchers as required.
• Process purchase orders and ensure timely customer coordination.
• Prepare and send invoices, ensuring accuracy and timely payment processing.
• Generate and share management reports (e.g., purchase order reports, accounts receivable statements).
• Follow up on outstanding payments via email and telephone.
• Process bank transactions (cash, cheque, online payments) accurately and securely.
• Coordinate and manage all aspects of incoming international shipments, including tracking, documentation, and warehouse delivery.
• Manage and maintain QuickBooks Online for accounting and financial tracking.