Title:
Senior Project Secretary

Job Responsibilities:

1. Administrative support to the Project Team (includes client's team), duties and responsibilities include but not limited to the following:

• Arrange company security and building access cards
• Create and manage folders on Project Drive/SharePoint, includes managing of folder access rights
• Assist with correspondences and communication with clients
• Prepare and maintain various reports as required
• Manage the set-ups of functional mailbox
• Coordinate and raise IT request tickets for software network/wifi access, office equipment rights, etc
• Complete relevant forms that the project called for, keep record and timely update of forms
• Reserve of meeting rooms
• Manage and organize seating plan
• Update of space rental reports (Project space)
• Work closely with company's other offices on project's matters
• Coordinating business travel, e.g booking of flight tickets, hotels, VISA, etc
• Arranging LOI (Letter of Invitation) for overseas visitors
• Handle overtime (OT excess form) records and sought approvals from the Project Director/Managers
• Coordinate purchases and manage services entries for payment of invoices
• Organize snacks/meals for events (projects/corporate) where necessary
• Assist with expense claims for project leads
• To render assistance to another project where needed

2. Project Secretaries Supervising and Admin Support:

• To train and supervise a group of project secretaries
• Provide mentorship to the project secretaries/junior staff
• Provide administrative support to senior management staff where required
• Support the Office Manager on tasks as directed
• Other ad-hoc duties as assigned

Job Requirements:

• Minimum GCE "O" level
• At least 8 years of working experience in the related field
• A team player who can also work independently
• Detailed, meticulous and strong organizational skills
• Taking ownership and accountability at work
• Able to work in a fast-paced environment
• Proficient in MS Office applications