Administrative Assistant (Contract)

Events ( Meetings and Trainings)

• Performing/supporting clerical duties like completing expense request (e-PRs)
• Accurately performed end to end process workflow of events/trainings as according to requirements of stakeholders
• Ensuring all vendors/suppliers deliver high quality/standard products/services on time as according to contract/instructions
• Ensuring all invoicing (on the above mentioned) are correctly billed (by suppliers/vendors)
• Coordinate between sales & marketing to ensure smooth execution of sales activities
• Coordinate couriers and follow up as well as to send to sales team and branch offices
• Answer phone calls and make phone calls to vendors for room bookings, follow up on room bookings status and tax invoices
• Make phone calls to prepare room accommodation and meeting packages bookings
• Meet up with prospective vendors for future business opportunities
• Answer the door bell on behalf of the receptionist area when the receptionist is away
• When required, for Internal Events/Meetings responsibilities (if selected as committee members)

o Brainstorm & plan company event(s) which include but not limited to Annual/Mid-Year Conference, ADD, VTI Day
o Contribute creative ideas and suggestions to enhance the overall event experience
o Assist in coordinating logistics, including venue selections, catering & entertainment selections
o Attend committee meetings to stay informed & event details, updates & any changes in plans
o Support the execution of events (be presence when required with HoD approval), ensuring smooth & enjoyable experience for all attendees
o Uphold company values and foster a positive and an inclusive atmosphere during events
o Perform any other related duties as related to the above
HCP Claims

• Compilation of HCP claim and ensuring proper supporting documentations
• Creation of the new vendor form where necessary
• Validating the above mentioned with proper recording
• Ensuring all claims are signed off by head of sales without any delay (timely) before proceed to finance for payment

Tax Invoices

• Record incoming tax invoices form finance and ensure all tax invoices are signed off by head of sales and supervisor

Compliances & Code Of Conducts

• Ensure all vendors/suppliers adherence BI supplier code of conducts
• Compliant to BI code of conducts & policies