Responsibilities
1. Office Administration
Office Management:
- Coordinate office activities and operations to secure efficiency and compliance to company policies. Responsible in maintaining, arrangement and records of office documents
- Filing of all customers, vendor, personnel, and quality-related documentation
- Contract management (eg: copier, cleaners, office, IT & other vendor/suppliers)
- Arrangement of Meeting rooms booking. Liaise with Building Management for Office Maintenance.
- Office & pantry supplies management
- Incoming and outgoing post and courier arrangements; ordering name cards, etc.
Payment:
- Expenses budgeting, petty cash management, operating expense control
- Responsible in payment request preparation, review, and compilation of attachment for signature / submission to accounting for payment processing
- Focal point of contact between Branch office and HQ for payment matters
- Liaise with internal and external party for payment concern
Secretarial Support:
- Preparation of expense claims
- Daily calendar management, travel, and hotel arrangement
- Assist on office events and other tasks as requested
- Visa Application for staff & guest (as and when needed)
HR Support:
- Policies management (insurance, employee handbook, etc)
- Attendance records, leave applications and medical expenses
- Dissemination of company policies, announcement etc.
- Visa Application for staff & guest (as and when needed)
2. Audio Visual Support & General IT Management
- In charge of the AV system integration and components
- Provide support in relation to AV related services / disruptions
- Communicate with users and vendor/supplier team to resolve queries
- Keep track of the IT/AV asset movements and prepare report
- Carry out readiness checks and maintenance of equipment
- Daily checks and testing of all system in Meeting rooms
- Assist in VIP visits and events. To standby for meetings, events, and video conferences where usage of AV equipment is expected
- Liaise with vendors for repairs or maintenance
- Other ad-hoc IT task as assigned such as configuration and troubleshooting of new laptop, desktop, printer, & others
Responsibilities may change and be adjusted as seen fit by management.
