Department Secretary

OFS Malaysia is a subsidiary of Offshore Frontier Solutions Pte. Ltd. (OFS), a MODEC Group company in Malaysia. Being part of Modec means being the protagonist of a challenging career and being in touch with the latest deep-water production systems, knowing that your career begins in Malaysia, but your talent can take you anywhere in the world.

If you want to be one of the greatest in the market, this is your opportunity

We are currently looking for talented individuals to join us for below role

We are currently based at KL Eco City, Malaysia.

Role Purpose

The Department Secretary reports to the Aftersales & Brownfield Manager / HOD and provides necessary assistance to the Project/Warranty Manager & Project Management Team. To provide secretarial and administrative support to the Aftersales & Brownfield Manager / HOD and his/her team so as to facilitate the smooth execution of the departments and function in general.

Key Accountabilities

Secretarial and Administrative support

• Provides daily secretarial and administrative support to the Aftersales & Brownfield Department/ HoD /Manager. Including Travel Claims, etc

• Logistic support and meeting support

• Coordinates and provides logistic support for department or project meetings, record minutes of meeting and follow-up outstanding items with relevant parties.

• Arrange meetings, prepare, and book rooms for the Department.

Travel arrangement

• Coordinates mobilization/demobilization/routine travel plan of dept/project personnel with HR Department and their visa/ticketing/accommodation arrangement with travel admin team.

Onboarding & personnel movement

• Compiles and provides updated key office information (e.g. org chart, personnel movement, etc.) to relevant stakeholders for reporting/processing purposes

• Prepare and update HRGPS (New Hire Request Process) for new hires, assignees, and agency staff.

• Support all administrative matters, liaising with Project Teams, Information Technology, and Business Partner/Human Resources to ensure smooth onboarding processes for new staff.

• Contact IT for laptop or required IT access for new staff.

• Welcome new hires on their first day, providing guidance and briefing them on the Engineering Department.

• Compile and provide updated key office information (e.g., organizational charts, personnel movements) to relevant stakeholders for reporting and processing purposes.

Maintenance of documentation

• Maintains files and documentation thoroughly and accurately, in accordance with company policy and procedures

• Support compile standard policies and procedures

• Recommends improvement to related policy & procedure and supports its implementation to enhance company's operational efficiency

Training Program

• Follow-up and ensure each employee complete their training on time.

Office Facilities Management

• Manage office facilities issues, locker issuance, printer problems, and other related tasks. Coordinates office desk & required access of project personnel with HR Department. Support all personnel equipment with IT equipment and access to the right folder

Logistic & Event coordination

• Take lead and organize event required based on the Dept's team building/workshop on demand.

• Assist in the arrangement of Company's team-building activities/ PR initiative etc.

Other ad-hoc duties

• Other duties which may be assigned from time to time

Qualifications

- Candidate must possessMin Diploma in Office Management, Corporate Administration, Secretarial Studies, or a related field.
- Having any of the following professional qualifications or licenses would be advantageous: - ICSA (Institute of Chartered Secretaries and Administrators) - MAICSA (Malaysian Institute of Chartered Secretaries and Administrators) - SSM (Suruhanjaya Syarikat Malaysia or Companies Commission of Malaysia) - MACS (Malaysian Association of Company Secretaries)
- Minimum 5 years of progressive project secretary experience in similar industry
- Familiar with Company's operational model, policies and procedures, organization structure and relationships among various departments - Must have an excellent command of spoken and written English, Bahasa Melayu.
- Demonstrates a good attitude and ownership of tasks.
- Familiar with MS Office. MS Excel. MS PowerPoint, MS Team.
- Candidates should have the rights to work in Malaysia.
- Minimum 5 years of progressive project secretary experience in similar industry.