Admin cum Secretary

JOB DESCRIPTION
Position : Admin cum Secretary
Department : Administration
Report to : General Manager

JOB SUMMARY

1. Mission

To handle every administrative, clerical, and secretarial matters to enable the company to be highly organized and operate efficiently.

2. Key outcomes

a) Administrative Task
• Answers and transfers phone calls, screening when necessary.
• Welcomes and directs visitors and clients.
• Maintains filing systems as assigned.
• Retrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data when needed.
• Responds to and resolves administrative inquiries and questions.
• Maintains office supplies and coordinates maintenance of office equipment.
• Maintains a system for recording expenses and the use of petty cash.
• Maintain office cleanliness.
• Assisting on coordinating a company monthly/annual staff’s event.
• Performs other related duties as assigned.

b) Secretarial Task
• Coordinates and schedules travel, meetings, and appointments for managers.
• Prepares agendas and schedules for meetings.
• Records and distributes minutes or other records for meetings.

c) Human Resource task
• Maintain monthly Staff uniforms inventory records.
• Updating daily Company Google Calendar activity
• Assisting on interview arrangement
• Assisting monthly Staff Hostel inquiry and maintain staff hostel movement records.
• Updating monthly staffs Birthday records in “Whatsapp” group and Google calendar.
• Assisting on preparing staff Onboarding/Offboarding documentation and items.
• Assisting HR on coordinating staffs annual training calendar, modules & etc.

d) Finance Task
• HQ Staff claim - receipt sorting, arranging, send for approval
• Monthly “Foodpanda” Payment Report compilation
• Monthly “Grabfood” Payment Report compilation
• Inventory management on printing & stationery for HQ
• Sales
• Product Listing
• Monthly Department Budget

e) Marketing Task
• Updating UMAI Customer listing records.
• Assisting on searching supplier contact, when necessary.

f) Operations Support Task
• Updating Company’s Asset records (5 Outlets & 7 Hostels)
• Assisting on searching and liaise with supplier on any enquiries, when necessary.

3. CORE COMPETENCIES

• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Proficient in Microsoft Office Suite or related software.
• Excellent organizational skills and attention to detail.
• Basic understanding of clerical procedures and systems such as recordkeeping and filing.
• Ability to work independently.
• Resourceful

4. JOB REQUIREMENT

• Minimum Diploma/Degree in Business Admin/Business Management/ Human Resource or related field preferred.
• Required to have minimum 1 to 3 years of experience in an administrative role.
• Computer literate and proficient in Microsoft Office applications
• Proficient in English and Bahasa Malaysia
• Preferably Executive/Assistant specializing in Food/Beverage/Restaurant Service or equivalent