Purpose of the position
This position encompasses a range of responsibilities, including general administrative tasks, consumable management, stationery management, facility management, and providing administrative support to the Managing Director.
Main Duties & Responsibilities
Assistant scope
- Schedule & prepare meetings - notes / files
- Support email / communication via call or face to face
- Take notes & actions and manage central action list for all site & department
- Book flight / restaurant / meetings & coordinate logistics during the day
- Pay & collect invoice - make expense report
- General chores and errands
- Inform related parties with transparent information
Procurement scope
- Arrange Gift/Uniform/PPE/Employee cards and other gifts (for internal event, project, adhoc award, training, vendor, customer)
- Order business card
- Follow up & book air ticket & hotel
- Check invoices for meal (while travelling)
- Lunch/dinner arrangement
- stationery etc – general repetitive procurement
- MHE maintenance
- Internal events/party arrangements - coordinate with TU team; internal vehicle arrangement for company parties and dinners
Administrative scope
- Handling hard and soft copies (debit note, PO, etc) from relevant departments (Procurement/ Ops team/Sales, etc)
- Manage asset list all sites
- Arrange seating layout and prepare stuffs for office moving, for new employees
- Check Compliance documents/requests
- Car logistics arrangement
- Legal management of documents and document flow, approval matrix
- Checking HR-Admin contract/fee; check/understand contract at other sites
- ISO documents preparing & checking
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