Administrative Assistant

Job Description Job Summary: Reception & Administrative Assistant provides support to management by attending to visitors, transferring phone calls, arrange domestic & external travel, collecting data for reports, filling, projects, handling office cleaning & services as well as performing Admin clerical functions and job assign from time to time by the department. Duties & Responsibilities

• Attending to visitors, helping them navigate through an office, and supplying them with refreshments as they wait.
• Keeping the reception area tidy.
• Answering and forwarding phone calls.
• Screening phone calls.
• Maintain operation Manager calendars for appointments, arrange meeting on behalf of operation manager
• Sort incoming courier mails by department & arrange for collection or delivery to respective department
• Arrange couriers
• Coordinate business travel arrangement for operation manager & other HOD's
• Arrange accommodation & transportation for overseas visitor
• Manage transportation for employees travel overseas (SG, US, Mexicali & Swiss)
• Work closely and effectively with operation manager with presentation deck
• Prepare expenses report of Operations Manager and reconcile corporate service statements.
• Develop positive working relationship and communicate effectively with all levels in the organization.
• Follow-up on internal and external department requests.
• Work closely and effectively with the leader(s) to keep him/her well informed of upcoming commitments responsibilities
• Support event for Malaysia HR meetings
• Perform other duties as assigned from time to time

Minimum Qualifications Minimum & Preferred Qualifications and Experience:

• 3+ years' experience providing support to single or multiple leaders
• Proficient with Microsoft Office products, including Word, Excel, Power Point & Internet such as MS Team
• Work independently, deadline-focused, details-oriented, self-motivated, and pro-active
• Excellent inter-personal skills and the ability to work with: executives, colleagues, departments and clients
• Strong written and verbal communication skills
• Strong organizational skills
• Demonstrated ability to handle highly sensitive and/or confidential information
• Ability to react with appropriate level of urgency to situations and events that require quick response

Preferred Qualifications

• Experiences as a front desk Customer Service is an added advantage

Education

• High School/ Certificate /Diploma or any other relevant certificate.

Physical requirements/Work Environment This position primarily works in an office environment. It requires frequent sitting, standing, walking. Daily use a computer, phone and other computing and digital devices is required. May stand or sitting for extended periods when facilitating meetings or walking in the facilities. Ability to operate a motor vehicle and maintain a valid Driving license is required. The physical demands of the position described herein are essential functions of the job and employees must be able to successfully perform these tasks for extended periods. Microsoft Office, Organizational Skills, Communication Skills, Customer Service, Interpersonal Skills, sensitive information , Front Desk