Duties and Responsibilities:

Answering telephone calls, responding to queries, and replying to emails.

Preparing expense reports, office budgets, official correspondence/memorandum.

Managing office supplies and ordering new supplies as needed. Operating copy equipment, printers, or other equipment necessary.

Systematically filing important company documents and ensuring their confidentiality. Prepare reports as assigned.

Scheduling meetings, sending meeting invitations, booking conference rooms and parking space for visitors. Offer assistance in organizing events, including ordering materials and requisitioning meeting spaces.

Hiring maintenance vendors to repair or replace damaged office equipment.

Assisting with job postings and interviews preparing payroll and personnel databases. Responsible for the staff attendance, annual leave and booking their flight tickets and any other transportation.

Distributing memos and reports and ensuring that everyone is kept current on necessary company news and information.

Conferring with the accounting department to help make payments, process incoming invoices, and verify receipts.

Sending invoices to all clients and responsible for calling and sending follow- ups regarding their payment. Managing and updating all payables and receivables.

Assisting our accounts department during audit and all details needed regarding accounts. Responsible for Petty Cash, Credit Card Transactions, and cheques.

Attend meetings, record notes and messages and sending the minutes of meeting for managers and senior- level officers.

Prepare regular reports on expenses and office budgets.

Maintain and update company databases

Assisting our Public Relations Officer for all the necessary renewal needed like staff QID, health insurances, company, and clients licenses.

Answering and assisting clients with their inquiries. Greeting and directing visitors.

Dealing with our production team directly for installing and removing our traditional campaigns in Malls. Coordinating with the malls directly regarding our campaign and necessary procedures needed.

Responsible for applying work permit online in case of maintenance or preparation for upcoming campaign/event.

Making sure that deadlines are met on time to avoid any inconvenience with clients and payments.

Requirements and Skills:

Proven work experience as an Administrative Officer, Administrator or similar role; additional qualifications in Office Administration are a plus.

Solid knowledge of office procedures

experience with office management software like MS Office (MS Excel and MS Word, specifically, Power Point is a must)

Strong organization skills with a problem- solving attitude.

Excellent written and verbal communication skills.

Attention to details

Filing/paper management

Bookkeeping, typing, equipment handling

Research and communication skills

Self- motivation, fast learner and pro- active.

Time and project management

Team player, loyal to the company

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