Duties & Responsibilities

In this role, you will have an opportunity to utilize your exceptional interpersonal skills, organization skills, task management and strong service mind to provide administrative & project support to team members who operates in project based environment. With regards to administrative support, you will be providing support for various administration duties and team activities. With regard to project support, you will assist our team in monitoring project plans, schedules, work hours, budgets, and expenditures, and organizing and participating in stakeholder meetings.

Roles and responsibilities:

Administrative Support

• Responsible for all administrative tasks, all correspondences and other documents as assigned by (Senior) Management
• Manage management calendar by planning and scheduling meetings, conference calls and special events down to the details of catering, facilitating location, prepare tools and equipment, and distribution of applicable documents
• Perform wide variety of administration duties including but not limited to all reception duties, distribution of mail and couriers, printing, binding, filing documents as required, ordering stationery and office supplies
• Arrange all travel logistics including but not limited to flight, hotel and car reservations and bookings, provide the appropriate itinerary travel documents i.e. visa as required. Including the reimbursement for advance payment of (Senior) Management
• Produce highly confidential correspondence, including but not limited to letters, memos, contracts, proposals and presentations
• Organize internal events i.e. birthday, project celebration, special occasion party, random activities
• Ensure the office is in good environment i.e. meeting rooms clean, writing on whiteboards deleted, no documents left over on work station

Project Co-Ordinator

• Provide support to our projects in relation to maintaining update for project plan, cost, resources, project schedules, work hours, budgets and expenditures
• Organizing, attending and participating in stakeholder meetings
• Documenting and following up on important actions and decisions from meetings as well as reminding for the preparation before the meeting
• Manage relationships with vendors and service providers, ensuring that all items are invoiced and paid on time
• Follow up with related people on action items
• Assist in consolidating and keeping records of relating document for each project
• Assist with minute taking and distribution
• Undertaking project tasks or provide administrative support as required
• Support in creating document as assigned including but not limited to the consolidating document for progress tracking and update
• Other ad-hoc administrative support as required

Qualifications

• Bachelor degree in business or related field of study
• 1-2 years experiences in administrative or other related roles
• Exceptional organizational and interpersonal skills with strong service mind, can build good relationship with people quickly
• Strong problem solving and time management skills
• Fast learner and eager to learn new thing
• Good verbal, written and communication skills
• Ability to work well as part of a team
• Competency in Microsoft applications including Word, Excel, PowerPoint and Outlook
• Knowledge of file management, transcription, and other administrative procedures