Secretary

The Secretary (Admin & Maintenance) shall be required to secretarial support to the Chief Executive Officer (CEO) as well as manage and co-ordinate assigned business activities of the Company. The person shall also support the CEO to follow-up on status of projects or reports with the functional managers and supervisors.

1. Main Duties and Responsibilities

Secretarial Support

• Oversee the CEO’s calendar and manage CEO’s appointments and schedule.

• Screen incoming calls to the CEO and assist the CEO to make outgoing calls when required.

• Organise monthly management and department meetings.

• Prepare presentation and reports as and when required.

• Handle all restaurant and transport reservations for the CEO.
  

IT

• Liaise with the IT outsourced vendor on Internet connectivity as well as IT equipment.

• Handle all IT equipment purchases

• Oversee the maintenance and operation of Company’s CCTV and security system.
  

Admin

• To arrange for Pest controlling every month.

• Handle all incoming and outgoing courier services with the vendors (FedEx and DHL).

• Oversee the purchases of office stationery and supplies as well as pantry supplies.

• Handle the printing of business cards.

• Issuance of security card to new employees and ensure that resigned or terminated staff return their card prior their last day of work.

• Handle the annual inspection of fire extinguishers in the offices and stores.

• Manage the bookings for meeting rooms and ensure that the rooms are neat after each meeting.

• Set-up video conferencing and projector for CEO if required.

• Arrange for breakfast, lunch and festive celebration for employees.

• Arrange for customer’s gifts and ensure that they are send to the customers on a timely manner.
  

Office Equipment

• Purchase office furniture as and when required.

• Ensure the TV and sound system are well-maintained and in good working condition.

• Oversee the office air-con servicing and maintenance.

• Manage the utility (electricity and water) issues.

• Ensure the photocopier machines and pantry appliances are well maintained and in good working condition.

• Manage the mobile phone issued to Sales staff as well as mobile phone plan renewal.
  

Others

• Any other ad-hoc duties or projects as and when assigned by the CEO.