Administrative Assistant

Job Summary

Reception & Administrative Assistant provides support to management by attending to visitors, transferring phone calls, arranging domestic & external travel, collecting data for reports, filing, projects, handling office cleaning & services, as well as performing admin clerical functions and jobs assigned from time to time by the department.

Duties & Responsibilities

1. Attending to visitors, helping them navigate through an office, and supplying them with refreshments as they wait.
2. Keeping the reception area tidy.
3. Answering and forwarding phone calls.
4. Screening phone calls.
5. Maintain operation manager calendars for appointments and arrange meetings on behalf of operation manager.
6. Sort incoming courier mails by department and arrange for collection or delivery to respective department.
7. Arrange couriers.
8. Coordinate business travel arrangements for operation manager and other HODs.
9. Arrange accommodation and transportation for overseas visitors.
10. Manage transportation for employee travel overseas (SG, US, Mexicali & Swiss).
11. Work closely and effectively with operation manager on presentation decks.
12. Prepare expense reports of Operations Manager and reconcile corporate service statements.
13. Develop positive working relationships and communicate effectively with all levels in the organization.
14. Follow up on internal and external department requests.
15. Work closely and effectively with the leader(s) to keep him/her well informed of upcoming commitments and responsibilities.
16. Support events for Malaysia HR meetings.
17. Perform other duties as assigned from time to time.

Minimum Qualifications

1. 3+ years’ experience providing support to single or multiple leaders.
2. Proficient with Microsoft Office products, including Word, Excel, PowerPoint & Internet applications such as MS Teams.
3. Work independently, deadline-focused, detail-oriented, self-motivated, and proactive.
4. Excellent interpersonal skills and the ability to work with executives, colleagues, departments, and clients.
5. Strong written and verbal communication skills.
6. Strong organizational skills.
7. Demonstrated ability to handle highly sensitive and/or confidential information.
8. Ability to react with an appropriate level of urgency to situations and events that require quick response.

Preferred Qualifications

1. Experience as a front desk customer service is an added advantage.

Education

1. High School/Certificate/Diploma or any other relevant certificate.

Physical Requirements/Work Environment

This position primarily works in an office environment. It requires frequent sitting, standing, and walking. Daily use of a computer, phone, and other computing and digital devices is required. May stand or sit for extended periods when facilitating meetings or walking in the facilities. Ability to operate a motor vehicle and maintain a valid driving license is required. The physical demands of the position described herein are essential functions of the job and employees must be able to successfully perform these tasks for extended periods.