Secretary

Minconsult Sdn Bhd; Petaling Jaya; On-site; MYR 33,000 - 58,000; Full time

Job summary

Minconsult Sdn Bhd invites applications for a Secretarial & Administrative Support role. The incumbent will manage communications for the HOD and GM, prepare and format documents, and assist in compiling, printing, and binding essential materials.

The position also covers administrative coordination, timekeeping, petty cash management, and aiding in claims processing, with a focus on accuracy and timely delivery.

Qualifications

• Minimum SPM qualification or equivalent; a certificate or diploma in secretarial studies is an added advantage.

Responsibilities

• Attend to telephone calls and correspondence on behalf of the Head of Department (HOD).

Skills

Organizational skills

Time management

Interpersonal skills

Teamwork

English proficiency

Bahasa Malaysia

Mandarin (basic)

Education

SPM

Secretarial studies certificate/diploma

Job description

Job Descriptions

Secretarial & Administrative Support

• Attend to telephone calls and correspondence on behalf of the Head of Department (HOD).
• Convey instructions, information, and requests between Top Management secretaries and the General Manager (GM), and vice versa.
• Take and transcribe dictation from the HOD accurately and efficiently.
• Prepare, type, and format documents for the GM; provide typing assistance to other staff members within the division as directed by the HOD.
• Compile, print, photocopy, and bind documents required or prepared by the GM.
• Support other staff members in compiling, printing, and binding documents as instructed by the HOD.

Administrative Coordination

• Review and verify the accuracy of timesheets submitted by division staff, notifying employees of necessary corrections (e.g., regular man-hours entered on public holidays).
• Monitor the timely submission of timesheets by all division staff.
• Track and record daily attendance of division personnel.
• Manage the division's petty cash, including record-keeping and timely submission of statements.
• Assist the GM with the preparation and submission of claims to the relevant departments.
• Prepare and arrange refreshments for the HOD and visitors as required.
• Coordinate and support divisional events, meetings, and other activities.

General Operations

• Execute all operational tasks related to Minconsult's activities as directed by the HOD.

Administrative Support

• Provide general administrative assistance to the division and other departments when required.

Training & Self-Development

• Participate actively in on-the-job training and continuous professional development initiatives.
• Support and participate in company events and corporate social responsibility (CSR) activities.
• Undertake any additional secretarial or administrative duties as assigned by the HOD, including cross-divisional support when necessary.

Requirements

• Minimum SPM qualification or equivalent; a certificate or diploma in secretarial studies from a recognized institution will be an added advantage.
• At least 2 years of relevant experience in a secretarial or administrative role.
• Strong organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
• Excellent interpersonal skills and a strong sense of teamwork.
• Proficient in written and spoken English; proficiency in Bahasa Malaysia is essential.
• Proficiency in Mandarin as an added advantage
• East Malaysians are encouraged to apply.