assistant executive, administration cum front office
2 weeks ago
Responsibilities :
- Sole responsibility for all aspects of the front office and administrative function
- Greet and welcome guests/visitors as soon as they arrive at the office
- Direct visitors to the appropriate person and office
- Answer the phone in a timely manner, take messages and forward calls to the relevant staff.
- Perform any clerical task such as photocopying, filing, recording, faxing & etc
- Schedule and confirm appointments and maintain event calendars include meeting room booking.
- Determine visitor needs in a professional manner and offer refreshments to visitor where appropriate.
- To work and assist, in a supportive role, your superior in an efficient and effective manner.
- To perform any other tasks as requested by the superiors and management and to generally perform all
- administrative work;
- To manage the company couriers and maintain the in and out records, process the monthly payment and follow up with finance department on the status.
- Manage the stationaries request for the company, including a stock check of in and out, ordering the stationeries, ensure the stationaries are being replenish on time.
- All the payments related to stationeries shall be recorded and processed accordingly.
- Processing the purchasing requisitions, quotation enquiries, issuance of purchase order
- Expedite deliveries with suppliers on urgent basis
- Update the stationery projection every quarter to monitor the stock availability
- Distribute the stationery to respective users based on the projection
- Issue the payment authorization request on time for the utilities payment and monitor the payments paid by finance in order to avoid any issues
- Any other duties as may be assigned from time to time by the Head of Department.
Requirements
- Educated to a diploma level
- Fresh graduates may apply (applicants with work experience is preferred)
- Interest in, and knowledge of current issues in the higher education sector
- An excellent ability to communicate effectively with various individuals and groups, including senior leaders
- A proven ability to deal with a varied and complex workload, including the ability to organize your own workload, prioritizing a variety of tasks while working under pressure and to strict deadlines
- Intermediate ability with Microsoft Office
- Ability to work as part of a team
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