administrative assistant

1 day ago

Kuala Lumpur, Kuala Lumpur, Malaysia Pengurusan Aset Air Berhad (PAAB) Full time

Main responsibilities:

To assist the superior in daily operations and in all clerical and administrative tasks of the department.

Tasks:

  1. Perform general administrative and clerical duties, including typing work with minimal errors and in compliance with the Company's document policy.

  2. Ensure that soft copies of files and reports are kept in accordance with the Company's document policy.

  3. Arrange meetings, travel accommodations, and car rentals for corporate travel, both locally and overseas.

  4. Assist all staff in the Department with setting appointments, liaising, coordinating, and communicating with external parties and relevant stakeholders.

  5. Manage the reception area and assist with front desk functions when required, including relieving the receptionist during any type of leave.

  6. Manage the utilities booking system to ensure no scheduling conflicts and to prioritize Leadership requirements.

  7. Maintain and update computerized records and files for all incoming and outgoing correspondences.

  8. Check and ensure all correspondences and documents are properly filed, labelled, and attached with minutes sheets where applicable.

  9. Take minutes of meetings as and when required.

  10. Compose and review various written materials.

  11. Monitor and ensure all clerical duties—such as filing, scanning, duplicating materials, and receiving/transmitting messages and data—are performed smoothly.

  12. Monitor the delivery of newspapers, documents, and courier services to ensure they are in order.

  13. Handle the movement of related documents among Divisions smoothly, in accordance with urgency status.

  14. Update and maintain filing and records for all departmental documents as per Company requirements, including incoming and outgoing correspondences, ensuring all documents are traceable when required.

  15. Follow up on correspondences from the Person-In-Charge (PIC) regarding actions on incoming letters assigned by the Head of Department (HOD), ensuring actions/comments are recorded properly within three (3) days from the assignment date.

  16. Maintain the cleanliness and organization of the Department's surrounding area, ensuring all documents are filed and kept in appropriate storage.

  17. Issue Purchase Request Forms manually or via the SAP system for all invoices or payment processes related to the Administration Department (e.g., utilities, office rental, fixed asset procurement).

  18. Create Purchase Orders via the SAP system for office and equipment rentals and services.

  19. Prepare Payment Request Forms via Microsoft Access for invoices, utility bills, and office rental, and submit them to the Accounts Department to facilitate payment.

  20. Perform other related tasks as instructed from time to time by Management and/or the immediate Superior.

Requirements:

 Recognized Diploma in Office Administration - Management or related field;

 Experience in administration;

 Key responsibilities include office administration support, logistics and coordination, documentation and record management, vendor and service provider support, and support for internal and external stakeholders;

 Proficiency in the use of MS Office suite including MS Excel, MS Word and MS PowerPoint;

 Being self-motivated, analytical, resourceful and having strong integrity are important qualities; and

 A good working attitude and willingness to travel are expected.

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