MANAGEMENT & ADMIN ASSISTANT

Reports to: General Manager

Department: Sales

Local Job Title: Management & Admin Assistant

Global Job Title: Sales Assistant

Main Tasks and Responsibilities

PA to General Manager

• Act as the primary support as PA to General Manager
• Manage the GM’s electronic diary, schedule meetings, and prepare all necessary materials.
• Draft and respond to urgent sales-related requests on behalf of the GM when GM is traveling or out of office.
• Organize and coordinate meetings, including agenda preparation, minutes, action item tracking, and follow-ups.
• Communicate, coordinate, and follow up on GM’s instructions with HOS & his Sales Team and other stakeholders.
• Ensure compliance with company policies, integrity standards, and performance improvement plans by conducting monthly performance review sessions with the GM to evaluate progress and identify areas for improvement.
• Perform compliance checks on donations and archive non-standard contracts and NDAs for records shared with the GM and CFO.

Sales Support

• Prepare and collate reports, presentations, and documentation for Senior Management, Market Unit, and GGF meetings.
• Conduct research, compile data, and liaise with relevant sources to obtain necessary business information.
• Assist HOS & his Sales Team in revising Sales Offer Templates.
• Ensure all signed contracts, exception by MD, etc documents are archived in the Project file. Maintain & upkeep project folder weekly (e.g., file name, no duplicate document, etc.).
• Assist HOS & his Sales Team as & when required.
• Organize Sales Segment training in collaboration with the PERI Training Academy.
• Source and coordinate external training providers, maintain and update the Sales Training Dashboard (costs, schedules, invitations, completion status), and track the training budget.
• Monitor Sales CRM activities, follow up on outstanding actions, and consolidate sales data into Power BI reports, sales monitoring decks, and other reporting formats.

Compliance & Performance Monitoring

• Ensure compliance with company policies, integrity standards, and performance improvement plans.

General Administration

• Manage office reception, including handling visitors and answering incoming calls.
• Liaise with PERI dispatch to arrange collections/deliveries of documents and other materials.
• Maintain pantry and stationery inventory, ensuring stock availability and verifying supply receipts.
• Handle hotel bookings searching for the best prices (3 quotes) for guests (customers, PERI colleagues).
• Arrange travel logistics searching for the cheapest rate (flights, accommodation, visas, and other required documents) for staff and staff of MY (Shared Services).
• Support the Head of HR in organizing company-wide staff events & engagement activities, including but not limited to Townhall meetings, festive celebrations, team-building activities, strategy sessions, and the year-end party, in collaboration with the Marketing Team.
• In charge & co-ordinate with vendors for servicing & contract e.g., aircon service, carpet cleaning, change of light bulb, copier, IT, etc.
• Co-ordinate & communicate with staff to maintain and keep their desk & office neat and clean from time to time.

Interdependencies / Interfaces

• Facilitate the communication between:

1) GM and sales team

2) Management and other departments and subsidiary including MU

3) PERI and external vendors

Competencies and Experiences

• Accountable
• Trustful
• Business Acumen
• Interpersonal skills
• Assertive
• Resourceful and efficient
• Extrovert
• Min 6 to 8 years in the Business support in Formwork or related industries.

Cooperation and communication

• A good team player with strong communication skills and a collaborative mindset.
• Driven and able to work independently.
• Proficient in Microsoft 365/ Microsoft Office software.
• Fluent in English & Mandarin or any other local languages.