Assistant, Secretarial Admin

Sime Darby Property; Petaling Jaya; On-site; MYR 20,000 - 100,000; Full time

Job summary

A leading property development company in Petaling Jaya is looking for an Administrative Assistant to manage administrative tasks, assist with Board meetings, and ensure proper document handling. Ideal candidates should have strong organizational skills and be proactive in supporting office operations.

Responsibilities

• Assist in all administration matters of the department.
• Manage incoming and outgoing mail for the CoSec department.
• Ensure office equipment is in order.

Job description

Job Responsibility:

i)To assist in all administration matters of the department:

• attend to request for certified statutory documents by other departments;
• filing of documents including statutory documents, minutes and resolutions (physical and scanned copies);
• document scanning, photocopying, binding, typing on typewriter machine;
• manage incoming and outgoing mail / courier for the CoSec department;
• send / circulate of documents (resolutions, minutes, etc.) for signature and monitor / follow-up on the collection of the said documents once signed.
• update document logs / trackers (blue file) for documents sent out signing;
• check office supplies and meeting supplies (e.g., printing paper, separators, toner, stationery, etc.) for CoSec team;
• ensure office equipment is in order (e.g. photocopier, shredder, printer, comb binder, water dispenser etc.); and
• other clerical works.

ii)To assist in all matters relating to Board / Board Committees and other committees meetings:

• compilation of Board / Committees papers,
• setting up of meeting room;
• purchasing and preparing refreshments and luncheon;
• other works related to meeting arrangements.

iii) To assist in filling of statutory documents with SSM and attestation of statutory documents by the Commissioner for Oaths and notary public.

iv)To deliver / collect the Board papers, resolutions, letters and other documents to the Directors of Sime Property and its subsidiaries, and any other places as and when required.

v)Any other duties as may be assigned by the Group Company Secretary / immediate superior.