Job Type: Onsite - Full Time
Education: Certificate
Experience: Junior
Vacancies: 1
Skills: Basic Internet Skills, Excel Formulas, Typing, Communication

Main Roles and Responsibilities
• Office Administration: Manage daily office activities, maintain organized records, and ensure the smooth operation of the office.
• Customer Service: Receive incoming phone calls, respond to customer inquiries, provide basic product information, and direct customers to the appropriate sales personnel.
• Sales Support: Receive sales inquiries and customer orders, record customer information, and forward sales opportunities to the sales team for follow-up.
• Document Preparation: Prepare letters, quotations, proforma invoices, sales documents, reports, and other official correspondence as required.
• Data Entry and Record Keeping: Enter and update customer details, sales inquiries, orders, supplier information, and other company records using computer applications.
• Communication and Coordination: Coordinate communication between management, the sales team, production staff, suppliers, and customers.
• Email and Correspondence Management: Handle incoming and outgoing emails, messages, and other official communications.
• Filing and Documentation: Maintain organized physical and electronic filing systems for invoices, receipts, contracts, letters, and other business documents.
• Meeting and Appointment Coordination: Schedule meetings, manage appointments, and assist management with daily administrative tasks.
• Sales Follow-Up: Contact customers when necessary, follow up on pending inquiries, and help ensure timely communication regarding product availability and delivery.
• Office Supplies Management: Monitor office stationery and supplies and report shortages when necessary.
• Other Duties: Perform additional administrative and secretarial duties assigned by management.

2. Preferred Qualifications and Skills
• Educational Qualification: Diploma or certificate in Secretarial Science, Office Management, Business Administration, Accounting, or a related field.
• Amharic Typing Skills: Good Amharic typing skills, including the ability to prepare letters, documents, and reports in Amharic.
• English Typing Skills: Basic to good English typing and writing skills.
• Basic Computer Skills: Proficiency in Microsoft Word, Excel, email, internet browsing, and other common office applications.
• Computer Data Entry: Ability to enter, update, and organize customer information, sales records, and other business data accurately.
• Communication Skills: Good verbal and written communication skills, with the ability to communicate professionally with customers and colleagues.
• Telephone Handling: Ability to answer phone calls professionally, take accurate messages, and direct calls to the appropriate department or employee.
• Organizational Skills: Good time management, filing, record-keeping, and multitasking abilities.
• Customer Service Skills: A friendly, polite, and professional attitude when dealing with customers and suppliers.
• Attention to Detail: Ability to prepare documents accurately and maintain reliable records.
• Honesty and Confidentiality: Demonstrate integrity and maintain the confidentiality of company and customer information.
• Willingness to Learn: Ability to learn company procedures, product information, sales documentation, and basic inventory or order-tracking systems.

3. Additional Advantages

The following will be considered an advantage:
• Previous experience working as an office secretary, receptionist, or administrative assistant.
• Experience working in a construction materials manufacturing, distribution, or sales company.
• Basic knowledge of sales processes, quotations, proforma invoices, and customer order management.
• Familiarity with construction materials such as Hollow Concrete Blocks (HCB), cement, bricks, and other building materials.
• Basic knowledge of inventory management and sales record keeping.
• Ability to use social media and messaging applications for business communication.
• Good customer follow-up and coordination skills.

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