OFFICE DUTIES
1. Dialogues:
PART ONE
(Administration Manager Mary talks with GM Secretary Ellen about her duties in the office.)
M: Good morning, Ellen!
E: Good morning, Mary!
M: So, this is your first day to work here, isn’t it?
E: Yes, I feel a little nervous.
M: Don’t worry. Everything is going to be fine.
E: How do I start my work?
M: No hurry. This is your cubicle, and these are your office desk and supplies; you may take a seat first.
E: Thank you!
M: Now let me give you some idea what your duties will be.
E: I’m listening.
M: Since our office is under the management of GM, you are accountable directly to him.
E: Then what shall I do?
M: Your major responsibility is to handle office routing business, such as making and answering calls, arranging meetings, hosting visitors, sorting out documents, typing out memos or files, then printing and handing them out.
PART TWO
E: What else?
M: You’ll have to deal with all incoming and outgoing correspondence and e-mails, of course, in both Chinese and English.
E: What does that mean?
M: That means you are responsible for preparing business letters or emails to our customers and suppliers, of course, under GM’s advice.
E: Can you say something in details?
M: You’ll need to pick out letters, e-mails or files from other companies according to their priority levels, report to GM, then reply. Finally, keep all files in good management.
E: Wow, a lot of work to do!
M: Yes, but all of these are very important, so be careful not to make any mistakes.
E: I know. But if I have any questions or problems with my work, who can I talk to or ask for?
M: In that case, don’t be hesitant to ask GM. If he is busy or out of the office, come talk with me.
E: I got it.
PART THREE
M: Now let me explain how to receive a phone call.
E: Okay.
M Whenever the phone rings, you should pick it up and answer it right away.
E: I see. But what should I speak on the phone?
M: Firstly, give an identification of our company, office and yourself, then ask “who is calling?” and “what can I do for you?”
E: What else shall I say?
M: Write down the caller’s and his/her company’s names as well as other information. If you are not the person to reply, get it through to the person wanted.
E: What about if the person wanted is not in?
M: Take a message from the caller. Remember, as detailed as possible, then transfer it to the person later on.
PART FOUR
M: Ellen, can you come here for a while?
E: Yes, is there anything I can do to help?
M: Here is the draft of a business letter. Would you please type it out in a standard business format?
E: No problem. You can count on me.
M: And send it to my e-mail files before you print it out, I need to fix the wording. How soon can you get it done?
E: Probably in two hours.
M: Ok. Don’t forget to type it on company’s letter-headed paper.
E: Sure.
2. New Words and Phrases:
GM/General Manager [ ] 总经理
secretary [ ] 秘书
nervous [ ] 紧张
cubicle [ ] 办公隔断区
supply [ ] 用品
advice [ ] 指示
management [ ] 管理
directly [ ] 直接
to handle [ ] 处理
to host [ ] 接待
document [ ] 文件
message [ ] 信息，留言
hesitant [ ] 犹豫，担忧
routine job [ ] 日常工作
idea [ ] 主意，看法
memo [ ] 短信，备忘录
finally [ ] 最后
important [ ] 重要的
mistake [ ] 错误
brief [ ] 简要的
person wanted [ ] 要找的人
detailed [ ] 详细的
draft [ ] 草稿
to explain [ ] 解释
to arrange [ ] 安排
to remember [ ] 记住
caller [ ] 打电话的人
transfer [ ] 转移
format [ ] 格式，形式
letter-headed [ ] 有信头的
receiver [ ] 接点电话的人
incoming [ ] 进来的
outgoing [ ] 出去的
correspondence [ ] 通信
customer [ ] 客户
supplier [ ] 供应商
to prepare [ ] 准备
priority [ ] 优先
firstly [ ] 首先
identification [ ] 身份确认
wording [ ] 修辞
standard [ ] 标准的
to type [ ] 打字
probably [ ] 大概，也许
3. Sentence Patterns and Expressions
this is…, isn’t it? 这是。。。不是吗？
I feel a little nervous 我感觉有点紧张
everything is going to be fine 一切都会好的
let me give you some idea 让我给你一点建议
please take a seat 请就坐
office desk and supplies 办公桌和用品
under the management of 在。。。管理之下
to be accountable to… 对 。。。负责
office routine business 办公室日常工作
something in details
under GM’s advice
to arrange meetings安排会议
to host visitors 接待客人
to sort out documents 整理文件
to type out letters, memos or files 打印信件、短信或文件
to hand … out 分发 …
what else? 还有什么？
to deal with … 处理，对付
what does that mean? 那是什么意思？
to report to 向 。。。报告
to be careful not to … 当心不要 。。。
to have questions or problems with 在 。。。方面有问题
who can I talk to or ask for 我可以向谁商谈或询问
to pick out挑选
according to their priority levels 根据它们的优先级别
to keep … in good management r把 。。。管理好
lot of work to do 好多要做的事
to be out of office不在办公室
to be hesitant to do… 犹豫不决去做 。。。
right away立刻，马上
to ask who is calling 请问谁打电话
that is to say那就是说
to write down写下来
as well as以及
to get it through to把电话转到
person wanted 要找的人
… is not in …不在上班
to take a message from 从 。。。留言
as detailed as possible 尽可能详细
to transfer … to … 转移 。。。到。。
to print it out 把它打印出来
to fix the wording 修改、润色词句
no problem 没问题
you can count on me 你可以信赖我
could you come here for a while? 你能过来一会儿吗？
is there anything I can do to help? 我能为你做些什么吗？
how soon can you … 多快你能 。。。
to get … done 把 。。。完成
don’t forget to 不要忘了 。。。
I got it 我知道了
later on 以后，后来
company’s letter-headed paper 公司信笺
4. Text Translation in Chinese
办 公 室 职 责
第一部分：
（行政部经理玛莉在办公室里给总经理秘书艾伦谈她的职责。）
M：早上好，艾伦！
E：早上好，玛莉！
M：那么，这是你第一天在这里上班了，是吗？
E：是的，我有一点紧张。
M：不用担心，一切都会好起来的。
E：我怎样开始我的工作呢？
M：不急。这是你的办公区，这些是你的办公桌和办公用品，你先坐下。
E：谢谢！
M：现在我给你讲一讲你的职责是什么。
E：我听着。
M：因为我们办公室是在总经理管理之下的，所以你向他直接负责。
E：我应该怎么做呢？
M：你的主要职责是处理办公室的日常事务，例如打电话和接听电话，安排会议，接待客人，整理文件，打印便条和公文并将其分发出去。
第二部分：
E：还有什么？
M：你要处理所有进来的和出去的信件或电子邮件，中文和英文的都要。
E：那是什么意思？
M：那意思是你负责起草给客户或供应商的商务信函，当然，是在总经理的指导之下。
E：你能不能讲得详细一点？
M：你需要将信件、电子邮件或文件按照它们的优先级别挑选出来，向总经理报告，然后给予答复。最后，将所有文件保管好。
E：哇，好多要做的事情啊！
M：是的，不过所有这些工作都非常重要，所以你要当心不要出错。
E：我知道了。但是，如果我在工作中有疑问或问题，跟谁说或问谁呢？
M：在那种情况下，大着胆问总经理好了。如果他忙着或不在办公室，可以来找我谈。
E：我明白了。
第三部分：
M：现在，让我说明一下怎样接听电话。
E：好的。
M：无论何时电话铃响了，你都必须马上拿起来接听。
E：哦。可是我在电话里说些什么呢？
M：首先，简要介绍一下我们公司和办公室，然后问一下对方是谁和需要什么帮助。
E：我还要说什么？
M：记下来电者的姓名及其公司的名称，以及其他信息。如果你不是答复来电的人，那么将电话转给来电要找的人。
E：如果要找的人不在怎么办？
M：记下来电者的留言。记住，尽可能详细，然后在以后将留言转达给这个人。
第四部分：
M：艾伦，你可以过来一会儿吗？
E：好的，有什么需要我做的吗？
M：这里有一份商务信件的草稿。你把它按正式商务信函格式打出来好吗？
E：没问题。你可以信赖我。
M：然后在打印出来前把它发到我的电子邮件文档中，我需要做文字上的修改。多快你可以完成？
E：大概两小时吧。
M：好的。不要忘了把它打在公司的信笺上。
E：那肯定的。
