Secretary-For building maintenance and projects

Clerical Work

• Answer telephone or transfer calls to appropriate individuals.
• Arrange meetings.
• Arrange travel ticket reservation for employees.
• Prepare leave, loan and passport release forms and submit for approval.
• Prepare the emails, circular and letters.
• Ensure ingoing documents are kept in the electronic log file and their designated files
• Make copies of correspondence and other printed material (outgoing documents) and making of transmittal form in sending files through courier.
• Ensuring that all P.R.O works are written in P.R.O work logbook
• Check and prepare quotations, comparison sheet, invoices, LPO and petty cash report.
• Prepare the documents for approval.
• Ensure all supporting documents including mode of payment is submitted to the Finance Department*

Maintenance Work

• Record electronically all paid Air-Condition & Maintenance works
• Record electronically all paid maintenance contract payment
• Check and update all maintenance contracts expiry and inform the Manager
• Keep the document on their designated file per flat
• Follow-up with the maintenance team to ensure all tenants complaints are addressed and update the electronic log file daily.
• Prepare the maintenance report for maintenance material cost, damage photographic and written report and completion photographic per flat.

Personal Related Works

• Provides the non-food and food release or order request forms.
• Make the weekly food and non-food orders based on request forms.
• Keep the local purchase order and invoices for family consumptions in the family file.
• Check and prepare the invoices for family consumptions to be attached on a monthly statement.
• Check and buy personally the stuff required for Ramadan or other main occasions.

Skills

• Good communication skills.
• Proficient in maintaining good relations with all the employees ranging from top management to ground workers.
• Portraying good command of modern communication and office software for relevant business operations.
• Exhibiting commendable soft skills with an innate understanding of the realistic challenges in specific tasks.
• Must be well versed with Microsoft Office tools.
• High degree of multi-tasking and time management capability.