Secretary / Executive Assistant

Job Title: Sales Appointment Center – Data & Office Coordinator Job Summary: The Sales Appointment Center Data & Office Coordinator is responsible for supporting the sales team by managing appointment scheduling and client data, maintaining accurate records, overseeing expense management, and performing essential clerical tasks. This role ensures smooth office operations through meticulous data organization, attendance tracking, filing, and documentation management. The ideal candidate is detail-oriented, highly organized, and capable of handling multiple administrative functions effectively while maintaining a clean and efficient work system. Key Responsibilities: Schedule and coordinate sales appointments in alignment with the sales team's availability. Manage and maintain customer and appointment data within CRM and other internal systems to ensure accuracy and consistency. Oversee expense report management, including verifications, processing, and filing. Perform regular clerical work such as filing, scanning, copying, and organizing office documents. Track and check employee attendance, ensuring attendance records are up-to-date and accurately filed. Create and maintain documentation related to appointments, data entry, and office processes to keep records organized and accessible. Assist in data arrangement and system updates to maintain clean and error-free information management. Provide support to the sales team and office by managing incoming calls, emails, and general inquiries related to appointments and scheduling. Work closely with management to ensure smooth operational workflows and timely completion of administrative tasks. Monitor office supplies and coordinate procurement when necessary. Qualifications: High school diploma or equivalent; additional certification in office management or related fields is a plus. Proven experience in data management, clerical duties, and expense management preferred. Strong organizational skills and attention to detail. Proficiency with CRM software, Google Workspace, and basic office software such as MS Excel and Word. Ability to handle multiple tasks efficiently and meet deadlines. Excellent communication skills, both verbal and written. Discretion and integrity in handling confidential information. Basic understanding of attendance management and office filing systems. Skills: Appointment setting and client coordination. Data entry and database management. Expense report processing and verification. Clerical and administrative support. Attendance tracking and record-keeping. Time management and multitasking capabilities.