1. Job Responsibilities
- Manage contract and price negotiations with office vendors and service providers. Mapping office supply requirements and procuring as per demand.
- Responsible for the accurate processing of supplier invoices and inter-company billing. Receiving and distributing incoming mails and arranging local and overseas couriers.
- Coordinate travel arrangements including hotel, flight booking, and visa application.
- Verify staff expense claims and other allowances to ensure all payments are made timely and in compliance with company policies.
- Provide full spectrum of secretarial support to Resident Director. Drafting general and administrative documents and circulating internal notices.
- Support project team and perform administrative duties. Attend meetings and discussions with respective committee involved and provide secretarial support.
- Liaise with the building management on the unit inspection. Overseeing the maintenance of office facilities, cleanliness, and equipment (e.g. Aircon maintenance, office lighting and electrical supply and installations, plumbing matters and etc.).
- Planning and organizing in-house and off-site events, like company lunches, celebrations, employee activities, board meetings, trainings and conferences.
- Perform attendance tracking and leave management to ensure accurate and timely reporting.
- Maintain office security by following safety procedures and controlling access via the reception desk.
- Assist in insurance renewal (office and properties).
- Maintain and upkeep of pantry area including pantry supplies.
- Responsible for maintaining and updating of policies like Anti-bribery / Anti-Corruption (ABAC) / AML etc aligned to our Parent company and Group.
- In charge of coordinating with various department managers on their inputs and consolidate for monthly company updates.
- Assistance to Data Protection Officer (DPO) in Data protection policy adherence.
- Perform any other ad-hoc duties as assigned.
2. Knowledge , skills and experience
- Minimum Diploma in Business Administration or equivalent in any discipline.
- Min 5 years of relevant working experience.
- Proficient in Power BI and Microsoft Office.
- Highly self-motivated, proactive, resourceful and has a can-do attitude.
- Possess great communication and interpersonal skills.
- Ability to handle work professionally and independently.
- Possess effetive organizational and follow-up skills, attention to details.
- Able to prioritize and execute tasks/problem-solving in a high-pressure environment.
- Meticulous and ability to multi-task.
