Position Tile: Secretary to Managing Director
Company Nature of Business: Beauty Industry/Personal Care Product – Retail (MNC – Japanese based)
Location: Petaling Jaya, Selangor
• Arrangement & Planning: organizing & maintaining MD’s calendar/ Liaison with driver for MD’s schedule.
• Administration: Dealing with incoming email, faxes and post, corresponding. Screening phone calls, enquiries, request and handling.
• Hotel room booking (staff & guest, domestic & international): Prepare hotel requisition form for approval, send in hotel room/function room booking, checking hotel booking confirmation details, revised/amendment hotel reservation, send hotel booking confirmation to staff/guest.
• Flight booking (staff/guest, domestic international): Prepare flight requisition form for approval, send in flight reservation, flight itinerary confirmation details, comparison air-fare with different airlines, revised/amendment flight reservation, send flight booking confirmation/e-ticket to passenger.
• Travel insurance (international) – purchase travel insurance via travel agent.
• Assist in other ad-hoc matters as and when deem necessary.
• Administration: Assisting A&P department to tag magazine (36 books), distribute magazine to all HOW, A&P & Marketing.
• Invoices/Billing/Re-invoice: checking & verifying hotel & flight invoices, travel insurance, visa (if any). Cost charging to internal department.
• Booking/Reservation: dinning reservation, search for appropriate dining location.
• Arrangement & Planning: Plan and schedule for meeting i.e. management & business review, MGM & HOD meeting.
• Administration: Compilation of documents, reports, presentations for the meeting, arrange monthly payroll signatory appointment, tabulation of retail and wholesales incentives for Managers, arrange staff purchase from TC holdings, do monthly expenses claims for MD, distribute japan magazine to relevant department.
• Payroll: processing payroll for regional training director, issue invoice for payroll payment & expenses to HQ at Japan.
• Hotel corporate rate & credit facilities application: apply for hotel corporate rate, negotiate for the best rate, send in application for credit facilities, follow up on the approval status, meeting/discussion with the hotel manager if any issues, to do new hotel Inspection/introduction.
• Limousine transfer booking (staff/guest): arrange airport limo transfer for guest, revise/amendment transportation reservation, send airport limo confirmation detail to passenger, check & verify airport limo transfer invoices
• Visa application: liaison with travel agent on visa application for staff – Visa needed for Japan & China. Check all documents are in order before submission to travel agent, follow up with the travel agent and to make sure return of the original passport
• Others: Golf booking, check and verify golf statement before submit to finance to proceed payment
• Administration: work permit application/ renewal for MD and his family, prepare MD’s personal tax & to be submit to Tax agent
• Renewal/Extension hotel corporate rate & credit facilities: renew hotel corporate rate, negotiate renewal hotel corporate rate, renew/extend credit facilities, follow up approval status
· Minimum a SPM/Diploma/Certificate in business admin or equivalent
• Good communication and interpersonal skill
• Ability to work independently
• Language: English, Malay & Chinese
· Minimum 1-2 years working experience in clerical support / secretary to general manager / MD