- Performs reception duties, answer incoming calls, direct inquiries and provide accurate information to callers
- Manage incoming and outgoing mail, packages and courier services
- Maintain office and pantry supplies inventory and place orders when necessary
- Manage company assets and office security accesses
- Assist with general administrative tasks, such as data entry, filing, and document management, claim submission and etc
- Assist with the organization of events with vendors such as roadshows
- Assisting in organizing meetings and appointment schedules, travel arrangements including flights, accommodation and transportation
- Perform opther ad-hoc duties as per assigned from time to time
- To assist in generating new leads / clients
- Update client database, including appointment and payment transactions
- Attend key meetings and take shorthand notes
- Draft and respond to calls, emails, create memos, prepare presentations, and prepare other documentation or content as needed
- Maintain and organize important files, claims, documents and facilitate easy access to important information
- Conduct research to provide executives with relevant information to accomplish their duties
- Coordinate with internal and external stakeholders such as clients, vendors and employees
- Negotiate with suppliers to be provided with best services with cost effectiveness
- Follow up office administration contracts
- Ensure all invoices have proper supporting documents and authorization before processing payment
- To coordinate and manage the Finance Department administrative tasks
- Co-ordinate with sales and marketing department related to the sales documentation
- Assist in payroll by providing relevant employee information ie; leaves, medical and attendance record
- Arrange for any maintenance work that needs to be carried out in the warehouse or office premise
- Process and prepare documentation for payment of utilities bill
- Write and distribute email, correspondence memos, letters and forms
; Requirements: -
- Diploma or above in Business Management and administration or equivelant is preferred
- Proven years of working experience in office administration and reception
- Independent, detail-oriented and meticulous, self-motivated, organized and team player with strong time management skill
- Good interpersonal skills and have the ability to interact well with all levels of internal staff and external business partners
- Able to multi-task prioritize tasks and meet deadlines in a fast-paced environment
- Posseses profesionalism, tact and discretion in handling confidential matters
- Languange profiency in Englis and Malay, while conversing in chinese dialects is an advantage
- Must be knowledgeable in Microsoft Office, email Outlook and Windows application
- Knowledge in search engines, social media campaigns, text messaging applications and related marketing tool will be an added advantage
