Overview

Job Responsibilities:-

 

(1)  Admin Exec

·           To manage reception front desk operations from time to time.

·           To develop and carry out an efficient documentation and filing system for both paper and electronic records.

·           To liaise and coordinate with internal and external parties to ensure smooth delivery of the goods.

·           To manage printing of festive greeting cards and yearly diaries/organiser

·           Upkeep of office maintenance, pest control and property cleanliness

·           To manage office security control and access, prepare access card/car stickers and ensure guards do their daily routine and manage parking traffic

·           To compile and generate staffs’ attendance report

·           To assist in performance appraisal process and compilation of KPI forms

·           To prepare tenancy agreement and handle tenants’ issues

·           To handle technical breakdown of office instruments

·           To manage the ordering of stationery/ refreshment/ utensil/ toiletries

·           To coordinate and arrange booking for Bukit Lowick/Bali Villa/Oakwood Court

·           To manage petrol card application and cancellation

·           To organize and provide documents, reports and information to respective department or external clients in an useful and well-organized manner.

·           To  prepare all correspondences such letters & emails pertaining to announcements to tenants or general administration

·           To prepare administrative documents such as purchase requisition, delivery orders and verify supplier and subcontractors deliveries

·           To assist in compiling, printing, photo-copying, scanning, faxing company operational documentation and meeting materials

·           To assist in compilation and preparation of project documentation such as project plan, schedule & progress reports, minutes of meetings, project hand over documents and operating and maintenance manuals

 

 

(2)  Private Secretary

·           To handle all aspects of personal work of the superior.

·           To screen phone calls, enquires and request and handling them appropriately.

·           To organize and maintaining diaries, making appointments and appearances.

·           To deal with incoming/ outgoing correspondences. Writing letters, prepare briefing papers and reports, dictate minutes and reviewing interview scripts.

·           To carry out background research and presenting findings into subject the superior is dealing with.

·           To manage calendar, plan and organize events or meetings (eg. Company’s Group Conference, Synergy Lunch, Hari Raya Dinner, Buka Puasa Dinner etc.).

·           To coordinate and schedule for functional meeting (eg. Board Meeting, Exco meeting etc)

·           To liaise with clients, suppliers, contractors, and any other person involved in projects and staff of company’s group.

·           To arrange travel and accommodation and when necessary to accompany the immediate superior to meeting locations to take notes or dictation, or to provide general assistance.

·           To attend all matters as per instructed by immediate superior any person assigned on behalf.

·           To liaise with other internal departments in day-to-day works requirements

 

 

 

Personality Requirements:

·         Highly committed in the job.

·         Polite, mature.

·         Tactful and discrete in dealing with confidential information.

·         Flexible, Independent, resourceful, and self-driven.

·         Pleasant personality and has interpersonal and good communication skills.

·         Responsible and proactive

·         High EQ, handle emotion and stress well.

·         Able to work in fast pace and within tight deadline

·         Welcome challenges

·         Multi-tasking.

·         Efficient.

 

 

Educational & Working Experience Requirements:

·           At least a Professional Certificate, Diploma, Advanced/Higher/Graduate Diploma, Bachelor’s Degree, Post Graduate Diploma, Professional Degree, any field.

·           Age below 35 with minimum 3 years of relevant experience

·           Preferably with event organizing experience

·           Good command of spoken and written English and Bahasa Malaysia.

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