MAIN RESPONSIBILITIES

Document & Records Management

• Store documents, records, contracts, and invoices
• Submit documents for approval and circulate documents/papers between the department and BUs and vice versa
• Control documents submitted for approval or circulation
• Act as the focal point for sending, receiving, and handing over documents, papers, official letters, and information between the department and suppliers/partners.

Reporting & Administrative Support

• Compile weekly/monthly work reports of the department
• Draft documents and official letters to support departmental operations
• Remind and follow up with department members to complete work plans as directed by management
• Schedule & Meeting Coordination
• Arrange working schedules, meeting schedules, and business trip schedules
• Organize meetings, take notes, and summarize meeting contents.

Payment & Travel Support

• Process payments under contracts with suppliers
• Handle business trip expenses and hospitality expenses on time
• Arrange hotel bookings, flight tickets, and car rentals for departmental business trips.

Other Duties

• Perform other tasks as required by the job and assigned by management.

REQUIREMENTS

Knowledge & experience:

• Knowledge of administration, secretarial work, or work coordination
• Experience in document management and departmental operational support.

Functional skills:

• Proficient in office computer software
• Good document drafting and document management skills.

Managerial skills:

• Good organization and task follow-up skills
• Ability to coordinate and work with multiple stakeholders.

Other skills:

• Good communication and persuasion skills
• Fluent in English
• Careful, proactive, honest, and able to work under pressure.

Eucation: Bachelor’s degree in Business Administration, Commerce, or candidates with knowledge/experience in secretarial, administrative, or equivalent fields.

Seniority: Minimum 3 years of experience in a similar position.

Language: English.

Office skills: Proficient in Word, Excel, PowerPoint, and other office software applications.

Attitude: Careful working style, able to work under high pressure, agile, honest, and resourceful.