OVERVIEW
- Provide administrative, management and operations support to General Manager.
- Secretaries perform a variety of administrative tasks to help keep department run smoothly.
- To organize and maintain proper filing and records, Handle confidential documents ensuring they remain secure.
- Dealing with correspondence and phone calls.
- Managing diaries and organising meetings and appointments.
- Liaise with lawyer for legal documents review.
- Reminding the manager/executive of important tasks and deadlines.
- Liaising with staff, suppliers and other department.
- Collating and filing expenses.
- Copying, scanning, and faxing documents, as well as taking notes.
- Design and deliver the employee engagement strategy to the entire IT team.
Budget Management And Control:
- To support annual budget planning and budget control processes.
- To support preparation of expenditure reports of budgets in a timely manner.
- To support process improvement in areas related to budgeting.
- Review each Opex and Capex purchase and provide guidance to relevant team member to make them comply with these processes.
- Check the validity of the budget and adjust the budget expenditure of each IT team.
Software License Management:
- To manage every type of software license such as OEM, trial, concurrent, individual, volume, enterprise, node locked, free, named user, and CAL licenses.
- To keep notifying if some license is about to expire or to support license agreements.
- Provides expertise in software licensing and will act as the central point of knowledge and management of software licences within IT department.
- Responsible for maintaining relationships with third party suppliers and the related IT Operation team.
- Develop and maintain the procedures and policies.
- Prepare report in a timely manner.
Administration:
- Ensuring proper filing and documentation at all times for easy reference and troubleshooting. Checking & providing information as requested.
- Escalate any potential issue to prevent it from growing bigger and get it solved timely.
- Ordering office supplies and replacements, as well as managing courier services, office utilities bills and petty cash.
- Maintain electronic and paper records ensuring information is organized and easily accessible
- Excel in administration duties with keen eye to improve productivity and procedure. Able to guide and lead in maintaining/improving documentation, tracking.
REQUIREMENTS
- Bachelor Degree in Accounting, Business Admin, Administrative Manager or any other fields deemed applicable.
- Minimum 5 years of experience with similar roles and responsibilities preferred.
- Extensive experience in using office software such as MS Word, Excel, PowerPoint and so on
