Genera Administration Manager
Legal Maxims Consultants
Total years of experience :18 years, 3 Months
Job Description :
1 Strategic Partners of the company
2 Over all Supervision of Operations, Administration and
3 Overseeing various functions entailing Legal Affairs, Corporate Legal Services (Intellectual Property-Trademark Registration, Business Setups (Freezone & Mainland), PRO Services-Visa Processes)
Management of the Company and its business activities and such other things which required time to time.
• Planning Administration
• HR Management
• Project Management
• Marketing and PR:
• Financial Management
* Quality Control (QC
• Responsible for Day to Day sales operations & administration in the showroom/office
• Ensure that the showroom business run smoothly
• Maintaining good working environment at office/showroom;
• Ensure all staff are properly trained and performing duties within guidelines and standards
• Ensure staff are well presented and provide good customer service to guests and on the phone
• User support for any computer problems
• Liaise with external computer supplier or technician when required
• Act as Purchasing / Inventory Control Coordinator
• Coordinate between customer support, suppliers and customer on inventory issues for resolution.
Personal Assistant to Managing Partners
• Secretarial & General Support
• Assist Manager with any administrative matters
• Compose and prepare correspondences, reports, presentations, memoranda, agendas and minutes of meetings and other related tasks.
• Attend meetings and follow up on outstanding matters
• Act as a translator as required
• Assist in ad-hoc projects and assignments
• Sales & Marketing
• Preparation of sales & marketing materials
• Preparation of Quotations / Invoice
HEAD OFFICE ADMINISTRATION
•Ensure that the head office run smoothly on day to day operations
•Maintaining good working environment at head office
•Ensure all staff are properly trained and performing duties within guidelines and standards
•Ensure staff are well presented and provide good customer service to guests and on the phone
•Ensure staff are cross trained to relief each other
OPERATIONAL MATTERS
•Maintain asset register
•Organize company cars to be serviced
•Organize any repairs/services or insurance claims
•Registration of company cars
•Maintenance of fuel cards or petty cash
IT & PHONE SYSTEMS
•User support for any computer problems
•User training on the use of phone system
•Ensure all mobile phones contract are up to date
•Responsible for any petty cash for mobile phones
•Ensure internal/external phone listings are updated monthly
OFFICE EQUIPMENT
•Ensure that office equipment is serviced at set intervals and in good working condition
•Maintain assets register and service records.
PRINTING & STATIONARY
•Responsible for printed material (forms, business cards etc)
•Attend to stationery requisitions, stock control and distribution.
OTHERS
•Supervise Travel Bookings
•Responsible for First Aid Supply for each business
•Maintain Operations Manual and Company Policy Manual.
•Preparation of Policies & Procedures
•Responsible for the convening of meetings, conferences, training sessions and seminars as directed by the management
•Prepare and co-ordinate all business functions
PA TO MD & GM
•Secretarial & General Support
•Assist directors with any administrative matters
•Compose and prepare correspondences, reports, presentations, memoranda, agendas and minutes of meetings and other related tasks.
SALES & MARKETING
•Preparation of sales & marketing materials
•Preparation of business proposal/tenders
•Assist in property leasing when required
Assist in ad-hoc assignments
To provide internal audit program to the Group’s all subsidiaries (Fella Design, American Accents, Urban Culture, Morph & Fella Interior). The audit program includes :-
- Assist in the management of the credit control functions including to ensure prompt payment of all receivables, highlight relevant outstanding issues and ensure compliance with the company’s credit control policies;
- Handling of company legal cases;
- Discrepancy on bank in and inventory summary;
- Report to the management on a monthly basis of the above finalizing;
- Assist CEO in the area of leadership improvement of the management team;
- To assist the CEO on the management details such as expenses control, processes improvement and productivity efficiency.
OTHERS:-
- PA to Directors & CEO;
- Arranging travels & accommodations;
- Handling overseas suppliers;
- Assisting in ordering / purchasing goods from overseas;
- Handling of company’s properties (such as tenancy and sale/purchase);
- Drafting contracts / agreements for new Vendors / Dealers / Business Proposals / Collaborations;
- Assisting the CEO for business collaborations;
Organising monthly management meetings, events such as company trips & activities such as annual dinner, teambuilding, annual trip, trainings & developments;
Taking minutes
- Liaising with Media, Advertisement & Promotions; and
- In charge for group of companies’ branding and awards.
Achievements :
2009 - Winner of The BrandLaureate Award for the Best Brands in Fabrics & Soft Furnishing; and
2011 - Silver Award Winner for the Best Visual Award by MRCA (Malaysian Retailer-Chains Associations)
-To monitor the statistic of smooth collections for credit card accounts in the department and to ensure the department’s target for collections performance are meet;
-To analyse and prepare reports on daily and monthly basis for the behaviors of the operations of the department accounts;
-To track on MIS, Aging Report analysis for decision-making and to manage the unit’s operation in the department;
-To prepare Budgetary Control and Account Analysis Report for the operation for the department;
-To liaise with clients and to build rapport and handling inquiries from the clients regarding their problems as parts of the job function; and
-To perform some relevant administrative and accounting functions in the unit of the department.
A highly reputed Law Firm in Kluang, Johor, Malaysia dealing with various legal matters such as Conveyancing (Sale, Purchase, Tenancy, Transfer, Housing Loan, Refinance) of properties and Litigation (Labour Matters, Industrial Relations, Civil Action, Criminal, Divorce, Accident Claims, etc), Counselling, Consultation, etc
- Entering diaries;
- Drafting letters;
- Arrange for meetings (preparing minutes & reports);
- Arrange for travel & accommodations;
- Consultation;
- Dealing with both conveyancing and litigation matters.
Conveyancing
• Preparation of agreements / tenancy / sale / purchase;
• Preparing document for loan / mortgage / discharge of charge / leasing;
• Preparation documents Power of Attorney / Wills / Mutual Covenant / Receipt & Reassignments / Assignments;
• Preparation documents for Transfer / Loan / Mortage / PA / Discharge of Charge / Deed of Assignments to be presented in the related Land Offices & etc.
• Liasing with banks - arranging loan / mortage facilities for the clients
Litigation
• Assisting solicitors in priliminary stage of cases;
• Preparing documents for cases such as civil / criminal / accidents / martrimonial / etc;
• Preparing agreement / contracts / settlements;
• Preparation of filings of documents in the court
• Brokerage (properties);
Others
• In charge of office accounts;
• Payroll;
• EPF / Socso for workers;
• In charge of the whole office administration and office accounts;
• Dealing with government authorities such as land office, police, hospital and Road Transportations Department (JPJ); and
• Interviewing & recruiting staffs for the office.