Manage the director's daily and weekly schedule, arrange appointments, meetings, conference calls, coordinate travels, etc., determine purposes and priorities, rationalise recurring meetings. Coordinate logistics when necessary.
Attend meetings and keep minutes.
Perform administrative work such as expense claims, filing, etc.
Perform work that requires a high level of discretion and confidentiality, ensure they remain secure.
Coordinate activities among teams and outside parties. Contact personnel at all organizational levels on behalf of the director.
Communicate on behalf of the director, determine the most appropriate method of communication by assessing situations and applying judgement.
Handle special and adhoc projects, follow up with others on key initiatives or special requests.
Conduct research, prepare presentations or reports.
Ensure compliance with the company policies and procedures.
Assist employees in their booking for travel requests (eg. Flight and Hotel bookings)
Responsible for the management of total office and administration function of the office including but no limited to issue resolution / crisis management, business continuity planning, housekeeping, reception and pantry supplies, mail room and courier.
Assist with facility management matters with coordination with other departments (eg. HR/IT etc)
Respond to sales enquiries received through emails and phone calls and distributing the relevant enquiries to respective sales representatives.
Work closely with the sales representatives to improve their productivity by providing administrative support
Preparation of quotations, sales orders, delivery orders and invoices as and when required
Coordinate the collection and delivery of goods as per arrangement with customers
Maintain a database listing of sold equipment which are delivered to customers including details such as serial number, make and model etc.
Update and maintain sales related information such as client reference lists and project references etc.
Account duties:
Perform day-to-day operations related to Accounts Receivables, Accounts Payables, and General Ledger.
File GST returns, tax matters, and audit matters with accountant.
Prepare monthly financial reports, audit schedules, and variance analysis.
Perform bank reconciliations, process journal entries, and prepare supporting financial schedules.
Ensure all internal and external finance-related requests are handled promptly and accurately.
Maintain compliance with financial regulations and company policies.
