Job Description
Preparation of reports, quotations, memos, and documents Proactively and effectively provide secretarial and administrative support to the upper management Maintain a systematic filing system for both electronic and hard copy filing system Ensure updated and accurate calendar to support Head/Directors/Managers’ business operations, meetings and travels Prepare and manage correspondences and collation of reports/documents to meet business timeline, as required Provide/handle general administration and office operation support including account management. Coordinate the maintenance of office equipment. Update and ensure the accuracy of the organization's databases (affiliate organization chart and contact details) Timely checking and process of expense claims for payment submission Prepare meeting agendas and ensure timely distribution of supporting material to members Support business travel, meeting and other arrangements for employees and invited guests with smooth execution of travel arrangements and logistics. Coordinate departmental meetings, including meeting room bookings, ensuring teleconference and video conference equipment are ready for use prior to meeting and meeting minutes if necessary Coordinate the organization and hosting of both local and overseas regional meetings, corporate events and meetings when necessary Facilitate the process of vendor creation and purchase orders for the company in the SAP system Facilitate in calculation of sales incentives for commercial team members. Maintaining and closing up the attendance list for training of new hires and refresher course. Maintain the SharePoint and public folder system for the affiliates. Other ad hoc duties as required
