Area of Responsibility:
To provide efficient, organized, and friendly secretarial assistance to Managing Director and Expats. Key duties include managing inventory and supplies, handling phone duties, company correspondences, and appointment scheduling, if any.
Essential Job Functions:
- Manage incoming calls and direct to intended recipients.
- Offer and serve beverages to the management and guests.
- Collect and distribute incoming mails.
- Handle and attend to courier services.
- Perform general administrative duties including monitoring and replenishment of Pantry items, stationery, name card request and other office supplies.
- Liaise with contractors and vendors.
- Order office supplies, keep inventory of stock and records of office expenses and cost.
- Arrange travel and accommodation bookings.
- Invitation letter for visa arrangement. Data roaming and SIM cards arrangement.
- Administrative support to Managing Director
- Expats support i.e., Housing, Memberships, Maintenance follow-up, Apartment handover etc. Monthly Public Holiday Notice to NOC offices.
- Filing of Confidential documents like Rental Agreements & Distributorship Agreements
- Support Corporate Events logistics where necessary.
- Assist with audit checkpoints, if any. Assets, Monthly 5S desk checks.
- Manage quarterly carpark season related matters.
- Manage rental of vehicles, petrol cards etc.
- Manage purchase of vouchers for sales department.
- Staff Pass making where necessary.
- Uniform management for Service department
- Manage contract tea lady's claims and leave application on Coupa/HRIQ where necessary
- Any other duties and responsibilities that may be assigned to you by the management from time to time
Requirements
1. Education and Experience
- Minimum Diploma education in any relevant area
- A minimum of 1 to 2 years experience in a similar role
- demonstrated proficiency in MS Office and other IT software
2. Technical Competencies
- Advanced proficiency in Microsoft Office Suite
- Strong documentation and record-keeping abilities
- Familiarity with office management systems and procedures
3. Professional Capabilities
- Meticulous with exceptional attention to detail and accuracy
- Strong organizational and time management skills
- Ability to maintain confidentiality with sensitive information
- Professional written and verbal communication abilities
- Proactive and positive working attitude
- Pleasant with service-oriented personality
- Team player with excellent communication and interpersonal skills
- Ability to work independently with minimum supervision
