Secretary

About the Arab Center of Engineering Studies (ACES):ACES is a Leading Specialized Engineering Company in the Middle East. At ACES we offer a wide range of specialized engineering services including site and geotechnical investigation, materials technology and testing, quality control of projects, special studies, land and marine surveying, and chemical and environment testing.With our wealth of experience, strong relationships, technical knowledge, and focus, we help our clients with fast, reliable, cost-effective, and quality engineering solutions that meet their expectations.What ACES is Looking For?We are looking for a Secretary to join the team in AmmanJob Summary: Provide secretarial, administrative and clerical support for management and staff. Greet visitors, answer telephone calls, conduct assignments and projects, receive and distribute correspondence and mail, gather information and compile diverse reports for management.Duties and Responsibilities:Perform various executive and administrative support duties that are sensitive and sometimes confidential.Read and screen incoming reports and correspondence; make preliminary assessment and organize documents.Research, compile, assimilate, and prepare sensitive and sometimes confidential documents.Follow up and arrange for issuing visas and traveling permits, travel flights, hotel reservation and car renting, etc. and coordinate with the Human Resources for that. Also, maintain travel records and vouchers.Recommend actions to be carried on office expenditures like supply and equipment need.Operate electronic mail systems and coordinate the flow of information both internally externally.Review work done by others to check for correct spelling and grammar, ensure that Center format policies are followed, and recommend revisions.Operate office equipment such as fax machines, copiers and phone systems, and use computers for spreadsheet, word processing, database management and other applications.Answer telephones and give information to callers, take messages or transfer calls to appropriate individuals.Compose, type and distribute meeting notes, routine correspondence and reports.Open, read, route and distribute incoming mail and other material, and prepare answers to routine letters.Set up and maintain paper and electronic filing systems for records, correspondence and other materials.Conduct searches to find needed information, using such sources as the Internet.Screen and ensure orderly schedule of employee and visitor appointments to the office.Make sure that every department in the office has the needed office supplies and monitor the equipment usage in the officeTake care of plants and straightening magazines to maintain lobby or reception area.Operate telephone switchboard to answer, screen and forward calls, providing information, taking messages and scheduling appointments.Greet persons entering establishment, determine nature and purpose of visit, and direct or escort them to specific destinations.Hear and resolve complaints from customers and public.Transmit information or documents to customers, using computer, mail or facsimile machine.Schedule appointments, maintain and update appointment calendars.Provide information about establishment, such as location of departments or offices, employees within the organization or services provided.Take orders for merchandise or materials and send them to the proper departments to be filled.Schedule space and equipment for special programs and prepare lists of participantsPerform any duties or responsibilities assigned by the management.Job Requirements:Education & Experience:Bachelor or Diploma Degree in Business Administration, or any related field.2-4 years of Experience in the field of Secretarial work.Knowledge, skills, and abilities:General Office & Administrative ProceduresFiling & Records ManagementBusiness CorrespondenceMicrosoft Office ApplicationsTyping & Data EntryReception & Front Desk ManagementMeeting Coordination & Minute TakingTelephone HandlingSecretarial & Administrative SupportAbility to organize and prioritize tasksAbility to communicate effectively and professionallyAbility to maintain confidentiality and accuracyAbility to work independently and as part of a teamWhy work for ACES?At ACES, we believe in potential. We strive to create a work environment that is professionally stimulating, intellectually challenging, and personally rewarding.ACES is committed to recruiting and retaining qualified, motivated staff who can support our clients effectively on projects throughout the Middle East. We are involved in a wide array of projects, large and small, in various markets. Our extensive portfolio provides numerous opportunities for our staff to improve their skills and to meet new challenges.ACES has a diverse employee base, made up of individuals with widely varying backgrounds who are at different stages of their professional careers. They share a common goal: serving our clients according to the highest standards of excellence.Our Commitment to SustainabilityAt ACES, sustainability is integrated into our daily operations and strategic direction, guided by the ISO 14001 Environmental Management Standard. We maintain a fully digitized, paperless environment to reduce our ecological footprint, while our Board and executive management have embedded environmental sustainability into our governance framework. We actively seek environmentally conscious talent and provide ongoing training and awareness programs to empower employees, along with opportunities to contribute to sustainability initiatives and projects.