Senior Project Secretary

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

• 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