Admin Executive

Area of Responsibility • Provide secretarial and administrative support to the CEO and HODs as assigned. • Screen phone calls, requests, enquiries and handle them appropriately. • Handle incoming and outgoing correspondences and confidential documents. • Responsible for booking ticket, arranging transportation and accommodation for business travel of CEO. • Managing appointment and meeting schedules for CEO and HODs. • Plan and organize internal and external meetings. • Take minutes of all meetings, and provide follow-ups after meetings. • Maintain strict confidentiality, and interact professionally with all levels of Management, staff and business associates. • To undertake other special assignment, ad-hoc functions and duties as and when required. • Provide support to reception desk (Note A). • Provide support to administrative tasks (Note B). Note: a. Replacement Front Desk – for one hour break (11:30am – 12:30pm) and when the receptionist is on leave. b. Administrative Task 1. Arranging and coordinating catering/quotation for company events; 2. Arranging Townhall session when needed; 3. Supervise and coordinate maintenance work in the office (eg call vendor to change lightbulb, door knob and toilet maintenance); 4. Supervising parking area to ensure that staff do not park at the unassigned area, notify HR & Admin department to issue notice and take action; 5. To ensure that coffee machine is in working condition, properly maintained and cleaned by the cleaner; to monitor the stock level of coffee powder and place order monthly for replenishment; 6. Supervise the cleaner on their task in cleaning the office area and toilet (eg doing their task daily, follow instruction for cleaning crucial area, toilet floor is to be kept clean and dry) and adding cleaning stock (eg handwash, floor cleaner), putting up sign and/or notice to remind the staff on toilet hygiene and usage; 7. Coordinate for corporate gifts, e-cards, angpow, awards for company dinner and also corporate shirt (assistant manager and above) and corporate t-shirt (for non-executive, executive and above); 8. Supervising shuttle van movement – to submit attendance forms for shuttle van to HR & Admin department for checking and payment preparation and also ensure that payment is made; 9. Coordinate company decorations during festive season; 10. Coordinating for courier reverse pickup and for any urgent collection by courier; 11. Sourcing and coordinating for voucher/gift certificates for any purpose (eg staff appreciation for call center); 12. Monitoring that there will be no recycle paper to be used and all unused paper is shredded; 13. Put up company notice or poster on every office floor/department as directed by the Management/HR & Admin Department.