Senior Secretary

Hongkong Land (Singapore) Pte. Ltd.; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A leading company in Singapore is seeking an Administrative Support professional to assist both the Projects and Design Team. The role involves managing calendars, organizing meetings, and providing comprehensive administrative support, including document management and travel arrangements. Ideal candidates will have strong organizational skills and attention to detail.

Qualifications

• Experience in administrative support roles preferred.
• Ability to manage multiple tasks and prioritize effectively.
• Proficient in using office software and communication tools.

Responsibilities

• Manage calendars, organize meetings, and coordinate travel plans.
• Provide administrative support for Projects, including document management.
• Perform reception duties and serve as Fire Warden.

Skills

Organizational Skills

Communication

Time Management

Attention to Detail

Problem Solving

Job description

Responsibilities

1. This role supports both the Projects and Design Team (TEAM).
2. Manage the calendar including planning and organising meetings of Managers.
3. Coordinate appointments, meetings, and schedule conference calls and booking of meeting rooms.
4. Provide administrative support including follow-up on meetings and communication with third parties, handling phone calls, mail & requisition of stationery.
5. Coordinate on IT related issues.
6. Arrange and manage travel plans, such as ticketing, hotel reservation, transport arrangements, visa applications.
7. Prepare and submit expense (business / entertainment / general) claims, including itemising travel expenses into specific categories for accounting purposes, ensuring supporting receipts are attached & claims follow company policies.
8. Organise and maintain filing systems and update contacts database.
9. Arrange courier services as needed.
10. Perform reception duties on a rotation basis among secretaries and administrative staff.
11. Serve as Fire Warden on a rotation basis among secretaries and administrative staff.
12. For Projects, provide administrative support including:

• Managing end-to-end process on Decision Papers, including checking authority limits, coordinating signatories, filing, and providing status updates.
• Translating Thai documents into English (using tools like Google Translate), checking relevance, and highlighting irregularities for Managers.
• Ensuring accuracy in contract data input, and that all contracts are duly signed and filed.
• Highlighting key contract clauses and verifying that Letters of Award/Client-Consultant Agreements match approved drafts.
• Retrieving drawings, specifications, cost reports, and other information from the ASITE portal and filing accordingly.
• Filing and archiving documents both electronically and physically.

13. Perform any other ad-hoc duties as assigned.