Secretary  provides comprehensive administrative and secretarial support while actively assisting in business development and sales activities. The role requires strong organizational, communication, and customer service skills to ensure efficient office operations and contribute to the company's sales growth.

Key Responsibilities

Administrative & Secretarial Duties

Manage the daily office operations and provide administrative support to management.

Answer telephone calls, emails, and customer inquiries professionally.

Schedule meetings, appointments, and maintain management calendars.

Prepare correspondence, reports, presentations, and meeting minutes.

Organize and maintain filing systems, both electronic and physical.

Handle incoming and outgoing mail, courier services, and office documentation.

Maintain confidential company records and documents.

Coordinate travel arrangements, hotel bookings, and visa processing when required.

Order office supplies and monitor office inventory.

Coordinate with internal departments to ensure smooth office operations.

Sales & Business Development

Generate new sales leads through phone calls, emails, and customer visits.

Identify potential customers and develop new business opportunities.

Prepare quotations, proposals, and sales documentation.

Follow up on quotations and customer inquiries to maximize sales opportunities.

Build and maintain strong relationships with existing and prospective clients.

Coordinate with suppliers regarding product availability, pricing, and delivery schedules.

Process customer purchase orders and monitor order status until delivery.

Assist in preparing tender documents and commercial proposals.

Achieve assigned sales targets and contribute to business growth.

Conduct market research to identify new customers and business opportunities.

Customer Service

Respond promptly to customer requests and complaints.

Ensure customer satisfaction by providing timely updates and professional support.

Coordinate deliveries and after-sales service with relevant departments.

Follow up on outstanding payments in coordination with the finance department.

Reporting

Prepare daily, weekly, and monthly sales reports.

Update customer records and sales activities in the CRM or company system.

Maintain accurate records of quotations, purchase orders, invoices, and customer communications.

Qualifications

Bachelor's Degree 

Minimum 2–5 years of experience in administration, secretarial work, and sales, preferably in Qatar.

Experience in Trading, Oil & Gas, Construction, Industrial Supplies, or MEP is an advantage.

Excellent written and verbal communication skills in English.

Arabic language skills are an added advantage.

Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).

Experience with ERP or CRM systems (SAP, Oracle, Odoo, Zoho, etc.) is preferred.

Strong organizational, multitasking, and time-management skills.

Valid Qatar Driving License is preferred but not mandatory.

Key Competencies

Excellent communication and interpersonal skills

Sales and negotiation skills

Customer relationship management

Strong organizational and administrative abilities

Attention to detail and accuracy

Problem-solving and decision-making skills

Ability to work independently and under pressure

Professional appearance and positive attitude