Administrative Secretary

2 months ago

Brickfields, Malaysia Smartrend Recruitment & Consultancy Full time

**1. Maintain office supplies, equipment and furniture inventories and maintenance required**
- Oversee the maintenance and updating of inventory list of all supplies, equipment

and furniture at every quarter
- Ensure maintenance for equipment are complied with and that general office

equipment (fax, phone, photocopy machine and computers), water dispenser and
microwave oven are in good working order
- In consultation with staff, recommend and arrange for purchase of office

equipment and furniture including obtaining quotations, upon the Executive
Director’s final approval.

**2. Office and building maintenance/support**
- Building maintenance - roof leaking, pipe, termite, toilets problems, door access,

roller shutter and alarm system, air-conditioner, water, etc.
- General IT Support - To liaise and monitor the maintenance of server, laptop and IT

related equipment supported by iCompucare for the organization as a whole.
- Manage office insurance on all furniture and fittings assets. Inherit assessment on

suppliers and vendors

**3. Finance**
- Manage and maintain petty cash report on monthly basis
- Sourcing of quotations/contract and liaise with vendors as per guidelines upon

request from supervisor and MAPPs
- Preparation of Purchase Order and Vendor Selection

**4. Meetings, Workshops & Field Trips**
- Coordinate the preparation of materials & logistic for these meetings
- To be present locally organized or supported ARROW events
- Support the travel arrangement for any internal or external meeting/event which is

including hotel booking, travel insurance, visa and flight booking
- Travel arrangement: hotel and flight bookings for participants.
- Travel arrangement: hotel and flight bookings for staff.
- Travel arrangement: hotel and flight bookings for Senior Management Team

(Operation Director, Deputy Executive Director and Programme Director)
- Coordinates and support the virtual requirements for meetings and webinars for

Programme 1, 2 and 4.
- Monitor the organizations zoom accounts usage, ensuring there is no concurrent use

at any time.
- Coordinate and support physical meetings of the organizations. Ensuring required

tools are provided.
- Organize and coordinates organizations annual planning, retreat, evaluation, staff

meetings as per annual plan together with Operations Manager

**5. Logistics**
- Responsible for receiving Organisation’s letters, document, parcel etc
- Responsible for preparation and delivery arrangement for Care

Pack/Gift/Souvenir/Publication etc based on Souvenir Form Request and
Courier/Postage Form Request

**6. Organisational Development**
- Report regularly to HR and Operations Manager on the progress of organisation’s

administrative positions and to inform on any issues which are potentially
detrimental to the organization
- To coordinate updates and improvements to the Management and Administrative

Policies and Procedures (MAPP)
- Support HR during HR & Operations Manager absence
- Other duties as directed by Manager

**Requirements**:

- Diploma/Degree qualifications
- Proven work experience as an Administrative Officer, Administrator or similar role
- Solid knowledge of office procedures
- Experience with office management software like MS Office (MS Excel and MS Word, specifically)
- Strong organization skills with a problem-solving attitude
- Excellent written and verbal communication skills
- Attention to detail

**Job Types**: Full-time, Permanent

**Salary**: RM3,800.00 - RM5,200.00 per month

**Benefits**:

- Dental insurance
- Vision insurance

Schedule:

- Monday to Friday

Ability to commute/relocate:

- Brickfields: Reliably commute or planning to relocate before starting work (required)

Application Question(s):

- Are you a Diploma or Degree Holder?
- How many years of experience you have in administration role?

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