Administrative Assistant

Administrative Assistant - HR will be responsible for providing administrative and secretarial support to departments and personnel within the Kuala Lumpur Shared Services Center. This position will perform duties including: answering the phone and screening calls greeting visitors typing filing scheduling coordinating meetings and conferences obtaining supplies coordinating mailings and special tasks/projects as required.

The Shared Services Center is expected to grow to approximately 300 employees across Levels 28 29 and 32 of Vista Tower. While reporting to the Senior HR Specialist / HR Manager this position will also provide close administrative support to the FSS Director and IT Manager as well as their respective direct reports within the Shared Services Center.

The volume of visits calls and emails is unknown at this point.

CORE RESPONSIBILITIES AND TASKS

Front Office

• Receiving visitors at the front desk by greeting welcoming and directing appropriately

• Answering screening and forwarding incoming and outgoing calls. Taking messages as when required

• Receiving sorting and distributing daily mails.

• Coordinates with courier service provider in transporting documents

• Ensuring Reception area is tidy and presentable with all necessary stationery and material (e.g Pen & forms)

• Maintain office security by following safety procedures and controlling access via the reception desk (activation of access card & terminating access card)

• Preparing meeting rooms for next occupant.

Admin

• Managing attendance systems & records for all employees by verifying their daily attendance and to provide late in attendance report to managers/supervisors on monthly basis.

• Assisting Training department in photocopying documents & preparing training material

• Assist to prepare new joiners form access card and other admin related.

• Exit employees on their last day of employment by ensuring all items are collected as per company exit checklist.

• Provide administrative support to the Finance Department by preparing and submitting quotations and proforma invoices via the COUPA / Payment Request system.

• Arrange travel & accommodation for guest.

• Does other clerical receptionist duties such as filing transcribing and fax (if any).

Facility

• Order office supplies and keep inventory of stock such as office stationeries & pantry items.

• Conduct monthly audit on office facility to ensure defects are kept at minimal level.

• Communicate with vendors to ensure all defects are rectified in timely manner.

• Source quotations of vendor on ad-hoc basis.

• Deals with building management matters pertaining to access any disruption that occurs.

POSITION REQUIREMENTS

• Candidate must possess at least a Professional Certificate Diploma
• Possess Initiative and willing to learn

• Able to communicate and write in English

• Familiar with Microsoft Excel and Microsoft Words.

• Prefer with good interpersonal and communication skills.

• Able to work accurately with min supervision.

• Minimum 2 years relevant experience.