Secretary

Key Responsibilities:

General Office Administration:

• Greet and assist visitors, clients, and employees, providing a professional and friendly office environment.
• Answer and direct phone calls, take messages, and respond to general email inquiries.
• Manage office supplies, inventory, and order items as necessary to maintain office functionality.
• Organize and maintain the office filing system (both digital and physical), ensuring all documents are up-to-date and easily accessible.

• Document Management & Record Keeping:
• Assist in maintaining and organizing critical documents, such as quality management system (QMS) documents, SOPs, and ISO 13485 certification-related materials.
• Assist in the preparation and filing of various reports and records, ensuring compliance with regulatory standards.
• Track and organize important contracts and documents for easy retrieval.
• Ensure that sensitive information is handled confidentially and in compliance with company policies.

• Support for Meetings & Communication:
• Schedule and organize internal meetings, preparing agendas, taking minutes, and following up on action items as required.
• Coordinate and prepare materials for team meetings, regulatory audits, and internal reviews.
• Serve as the point of contact between employees, managers, and external clients for general office communication.

• Coordination of Logistics and Travel:
• Organize and manage travel arrangements for the management team (e.g., booking flights, accommodation, transportation).
• Prepare detailed travel itineraries and ensure that all travel-related documents are ready and accessible.
• Assist with organizing logistics for any company events, client meetings, or external visits.

• Support for Quality Management Systems (QMS):
• Assist in tracking and managing QMS-related documentation.
• Help prepare for internal audits and ensure that all documentation is available and organized for review.
• Provide administrative support to the QA/QC team as needed in preparing and maintaining records for ISO 13485 certification.

• Vendor & Supplier Coordination:
• Act as the liaison for vendors, suppliers, and service providers, ensuring timely communication and resolution of any office-related issues.
• Coordinate with external service providers, such as couriers, cleaning services, or office equipment maintenance.
• Ensure timely and accurate processing of invoices and payments for office-related services.

• Inventory & Office Supplies Management:
• Monitor the inventory of office supplies, and order necessary items to ensure seamless office operations.
• Maintain records of office supplies usage and ensure costs remain within budget.

• Ad-Hoc Administrative Tasks:
• Provide assistance with any other administrative tasks or projects as needed, including helping with new employee onboarding and orientation.
• Handle mail, packages, and deliveries promptly, ensuring they are distributed to the appropriate individuals.