1. Answering all incoming calls and handling caller enquiries where possible, redirect call or take messages/email to concerned person when call cannot be transferred to concerned person.
2. Responsible for all incoming and outgoing correspondences of the office and keeping up to date logs (receiving and dispatching with control reference numbers).
3. Greet incoming visitors/guests, and entertain. Know their business and inform the concerned person.
4. Organising couriers and mailing of documents (incoming/outgoing)
5. Full secretarial support to team members in office. In- charge of printing, photocopying and binding of documents.
6. Completing of attendance reports for the office staff. Responsible to know their movements to log in the report and to send to the GOM and Office Admin daily for the previous day.
7. Co- ordinate the repair and general maintenance of office equipment.
8. Maintain spreadsheet with various contact numbers from clients, suppliers and other company\'s contacts connected with the company for easy reference i.e. Feedex.
9. Manage and control reference numbers for outgoing letter/s, transmittal/s and fax message/s.
10. Responsible for the re- production of all pre- qualifications. Ensure stockpile available.
11. Maintain an organised/clean and professional Reception area.
12. Prepare stationery order/stock count on monthly basis.
13. Preparation of monthly timesheets for all operatives for labor payroll.
14. Liaise with all internal staff on follow up of outstanding matters.
15. Arrange flights and accommodation and any other travel arrangements as instructed.
16. Liaise with external parties as required such as travel agents, Airlines, restaurants, etc.
17. Assist Human Resources team with all visa and recruitment requirements including liaising with external manpower agencies.
18. Other related tasks that may be assigned from time to time.