Administrative Assistants (Administration & Office Support) Full time
Responsibilities:
Maintain and standardize a systematic filing system and archiving records for easy retrieval and storage.Record and coordinate incoming documentation including checking, scanning, recording, and sorting by projects.Develop and maintain reference for any requested document.Review each document for conformity and accuracy.Ensure delivery and receipt of all documents by deadlines.Comply with ISOP procedures to ensure all standards established are adhered to.Meeting Coordination: Maintain, schedule, and coordinate meeting appointments with external parties.Assist in scheduling internal project meetings, client-consultant meetings, and others as needed.Make logistical arrangements for meetings, including venue, facilities, refreshments, etc.Send out calendar invites and related documents to participants, follow up on attendance and appointments.Prepare meeting agendas, record, and distribute minutes of meetings for safekeeping.Manage and be responsible for all service provider scope of works such as Security Firm, Cleaning Company, Refuse Collection, Landscaper, Air-conditioner, etc., including work done verification and processing of monthly claims.Manage and be responsible for all utilities provided by others to the building including TNB, AIS, TM, IWK, etc., including work done verification and processing of monthly bills.Provide liaison between PTL, project team members, and other internal/external parties as required.Involved in preparation of correspondences for letters to relevant parties.Assist to monitor the inflow/outflow of correspondence/Management Paper and relevant documentation.Carry out general administrative tasks to ensure smooth operation of respective development.File and deal with important documents and filing system.Act as the point of contact for internal and external clients and provide general support to visitors and liaison with staff inquiries or customer complaints.Project Payment: Assist in preparing Certificate of Payment (COP) on claims submission and getting relevant signatories.Follow up with Finance Department on COP and cheque status.Assist in preparing cheque requisitions for fees submission to relevant authorities.OPEX & CAPEX Yearly Budget and Office Inventory: Prepare and monitor the yearly budget and coordinate with treasury/finance/procurement department for all matters related to procurement and purchasing.Check inventory of office supplies and process all purchase requests/e-PR in the PCMS system within the allocated budget and ensure timely delivery of requested items.Update the inventory and AOP tracking once items are completely purchased and delivered.Project Reporting: Compile information/data from respective projects for monthly progress reports.Assist to consolidate and prepare monthly project reporting for respective PTL's review.Submit timely reports and prepare presentations/proposals as assigned.Requirements: Professional Certificate/Diploma in any equivalent discipline.Total Work Experience: 4 to 6 years.Total Relevant Experience: Minimum five (5) years' experience as Administrator in building management and/or property developer.Proficient in Microsoft Office, Teams, and any Internet Applications.Well-versed in systematic document control and knowledge in quality management.Able to work independently with less supervision.Good command of English and Bahasa Malaysia, both written and spoken.Ability to plan, organize, and familiar with budget costing.
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