Administrative Secretary - Brickfields, Malaysia - Smartrend Recruitment & Consultancy

Smartrend Recruitment & Consultancy
Smartrend Recruitment & Consultancy
Verified Company
Brickfields, Malaysia

1 week ago

Siti Tan

Posted by:

Siti Tan

beBee Recruiter
Description

1. Maintain office supplies, equipment and furniture inventories and maintenance required

  • Oversee the maintenance and updating of inventory list of all supplies, equipment
and furniture at every quarter

  • Ensure maintenance for equipment are complied with and that general office
equipment (fax, phone, photocopy machine and computers), water dispenser and
microwave oven are in good working order

  • In consultation with staff, recommend and arrange for purchase of office
equipment and furniture including obtaining quotations, upon the Executive
Director's final approval.


2. Office and building maintenance/support

  • Building maintenance roof leaking, pipe, termite, toilets problems, door access,
roller shutter and alarm system, air-conditioner, water, etc.

  • General IT Support
  • To liaise and monitor the maintenance of server, laptop and IT
related equipment supported by iCompucare for the organization as a whole.

  • Manage office insurance on all furniture and fittings assets. Inherit assessment on
suppliers and vendors


3. Finance

  • Manage and maintain petty cash report on monthly basis
  • Sourcing of quotations/contract and liaise with vendors as per guidelines upon
request from supervisor and MAPPs

  • Preparation of Purchase Order and Vendor Selection

4. Meetings, Workshops & Field Trips

  • Coordinate the preparation of materials & logistic for these meetings
  • To be present locally organized or supported ARROW events
  • Support the travel arrangement for any internal or external meeting/event which is
including hotel booking, travel insurance, visa and flight booking

  • Travel arrangement: hotel and flight bookings for participants.
  • Travel arrangement: hotel and flight bookings for staff.
  • Travel arrangement: hotel and flight bookings for Senior Management Team
(Operation Director, Deputy Executive Director and Programme Director)

  • Coordinates and support the virtual requirements for meetings and webinars for
Programme 1, 2 and - Monitor the organizations zoom accounts usage, ensuring there is no concurrent use

at any time.

  • Coordinate and support physical meetings of the organizations. Ensuring required
tools are provided.

  • Organize and coordinates organizations annual planning, retreat, evaluation, staff
meetings as per annual plan together with Operations Manager


5. Logistics

  • Responsible for receiving Organisation's letters, document, parcel etc
  • Responsible for preparation and delivery arrangement for Care
Pack/Gift/Souvenir/Publication etc based on Souvenir Form Request and
Courier/Postage Form Request


6. Organisational Development

  • Report regularly to HR and Operations Manager on the progress of organisation's
administrative positions and to inform on any issues which are potentially
detrimental to the organization

  • To coordinate updates and improvements to the Management and Administrative
Policies and Procedures (MAPP)

  • Support HR during HR & Operations Manager absence
  • Other duties as directed by Manager

Requirements:


  • Diploma/Degree qualifications
  • Proven work experience as an Administrative Officer, Administrator or similar role
  • Solid knowledge of office procedures
  • Experience with office management software like MS Office (MS Excel and MS Word, specifically)
  • Strong organization skills with a problemsolving attitude
  • Excellent written and verbal communication skills
  • Attention to detail

Job Types:
Full-time, Permanent


Salary:
RM3, RM5,200.00 per month


Benefits:


  • Dental insurance
  • Vision insurance

Schedule:

  • Monday to Friday

Ability to commute/relocate:

  • Brickfields: Reliably commute or planning to relocate before starting work (required)

Application Question(s):

  • Are you a Diploma or Degree Holder?
  • How many years of experience you have in administration role?
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