Role and Responsibilities

Provide direct secretarial and administrative support to the Director and Regional Leaders in the day-to-day administration of the respective departments and associated functions including:

• Prepare Concur Expense Reports for Regional Leaders
• Check and approve concur expense reports according to Corporate Policies and Procedures
• Travel arrangements (flight tickets, hotels, etc…)
• Participates as needed in special department projects.

Office management

• Liaising with landlord for work permits, vendors, service providers, etc…
• Negotiates the purchase of office supplies and furniture, office equipment, etc., for the entire staff in accordance with company purchasing policies and budgetary restrictions.
• All aspect of purchasing process on Ariba & Oracle – vendor registration, raise PR/PO
• Check and approves invoices
• Corporate AMEX administrator, maintain updated list of card holders for the office and liaising with external and internal corporate AMEX team
• Maintain and manage office access and building management lift cards
• Supervises the maintenance of office equipment, including printers, copier, fax machine, etc.
• Responsible for the facilities day-to-day operations
• Proactively handling issues, responding to issues as needed and where necessary researching problems and make recommendations for resolution
• Liaising with IT department for any request for the office
• Coordinating for the company events including arrangement for all office and HR events, (Lunch, refreshments, )
• Preparing visa letter for the team
• Regional STAR Award – announcement power point; Prepare the cert ; trophy
• Certificate and Pin ordering for events
• Ensure – Group e-mail IDs are up to date for the company
• Any other ad-hoc duties as required.

Reporting

• Global H&S metrics reporting – monthly and quarterly
• Environmental metrics reporting – quarterly
• Regional newsletter publication team
• CAE express – Share the regional events details with the CAE express team.

Requirements

• Five years related executive administrative experience and minimum three years of office management experience required
• Excellent verbal and written communication skills required including the ability to proofread and edit.
• Attention to detail and organized, as well as multi-tasking is a key element of this position
• Excellent Microsoft Office Suite Experience (Outlook, Word, Excel and PowerPoint)
• Ability to work with minimal supervision. Instructions are received at the beginning of complex projects and sensitive assignments and resulting work is generally reviewed at completion.
• Must adapt quickly and learn to work well under pressure with limited information and training
• Ability to multi-task frequently and maintain calm in stressful environment
• Good planning and organizational skills.
• Strong interpersonal skills are essential with a high degree of confidentiality and ability to handle sensitive matters in a professional manner
• Must be extremely dependable and prompt
• Excellent customer service and communications (both verbal and written) skills
• Knowledge of audio-visual equipment
• Ability to negotiate effectively.
• Professional appearance and manner.

Education

• Bachelor’s Degree or equivalent experience       

Location:

• Bangsar office