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Office Management

• Oversee and perform the daily administrative duties at the office
• Handle tasks and communication within the team related to various office renovation/ relocation
• Arrange pest control/ carpet cleaning in regular time basis
• Coordinate with the outsourced/internal IT professional to provide support to both IT and Communications/Telecommunications set up such as meetings set-up and etc.
• Oversee office maintenance and facilities in term of utilities, equipment, furniture & fixture, etc
• Update inventories for company assets and etc.
• Act as a focal point contact with the building management office (Harbour City building management) and other facility service providers.
• Supervise Tea & Cleaning Lad(ies) and act as the contact person with Baguio Green Group

Project Administration

• Possess some system development project exposure such as ERP development project and familiarized with the project progress tracking and etc.
• Provide project support to the team such as creating slides in MS Powerpoint, aligning the formatting in Word etc.
• Plan and prepare various internal approvals for new or renewal of contracts, quotations, proposals, etc
• Undertake duties in full compliance with company policies such as issuing purchase orders and payment process in SAP, staff claims management with Financial Control
• Maintain an update, efficient and effective filing system
• Reconcile and verify various OPEX invoices/billings/charges and provide support to complete the endorsement/approval process (eg. mobile charges, IDD, conference etc.)
• Provide administrative support to various suppliers and vendors sourcing and negotiating activities and etc.
• Coordinate resources and support to facilitate business conferences/meetings/events and etc.

Secretarial Support

• Prepare and edit documents using various editing tools such as WORDS, EXCEL, Powerpoint, etc.
• Prepare meeting minutes for certain meetings and distribute accordingly.
• Provide secretarial support to manage the business diary of business executives and managers.
• Provide secretarial back-up support to the Executive Secretary to run the ERP Project Management Office
• Perform various ad hoc office and administrative support as requested