Secretary cum receptionist/Administration assistant to Managing Director/Account Support
City space engineering consultancy
Total years of experience :4 years, 7 Months
Duties and Responsibilities:
Administration and Front Office:
Providing general administrative and clerical support (mailing, scanning and faxing, copying, filing).
Maintaining electronic and/or hard copy filing system
Preparing quotation with the approval of the management.
Maintaining general supplies by checking the weekly inventory done by each staff in their designated area.
Receiving and screening high volume of internal and external communications, including emails and post and distributing to various professionals in the office including Site Engineers
Completing requests by greeting customers, in person or on the telephone; answering or referring inquiries. Maintains customer confidence and protects operations by keeping information confidential
Maintaining the front desk and reception area in a neat and organized manner.
Maintaining department schedule by being keen in each staff’s respective calendars
Strictly adhering to office policies and procedures, especially regarding confidentiality.
Drafting company form, letters and templates.
Developing minutes of meeting/circular/memos and distribute as required.
Assisting with the preparation of Tender Invitation, Tender Result, Soil Investigation Report and Survey Report Inquiries.
Assisting the Supervision Team with receiving and handing-over of documents/submittals to and from Clients, Contractors, Sub-contractors and Personnel.
Support the HR Administrator closely in assisting in hiring procedures and organizing staff.
Assisting the document controller (Maintain the files and control logs as required by the project.)
Secretary to the Managing Director / Accounts:
Scheduling and coordinating meetings, and appointments for the MD and other professionals
Acting as a point of contact for clients and office visitors.
Preparing cheques and invoices and tracking of accounting information.
Managing petty-cash for each staff monthly and petty cash of the center weekly.
Office Assistant/Secretary
Answer phone and transfer to the appropriate staff and member
Take and distribute accurate messages
Greet public and client and direct them to the staff member
Receive, sort and distribute incoming mails
Monitor and checking incoming mails
Print, scan and copy documents
Filling documents
Making LPO (Local Purchase Order)
Preparing for the cheque
Keep office area clean and tidy.