Team Secretary

MEINHARDT (SINGAPORE) PTE LTD; Singapore; On-site; SGD 40,000 - 66,000; Full time

Job summary

MEINHARDT (SINGAPORE) PTE LTD seeks an experienced administrative professional to provide comprehensive secretarial and admin support to Directors and the team in Singapore. The role involves managing diaries, coordinating meetings, arranging travel, handling calls and correspondence, and ensuring smooth office operations.

You will also prepare agendas and minutes, and assist with tender documents, reports, and bid submissions.

Qualifications

• 3–5 years of working experience in a similar secretarial/administrative role.
• Experience with preparing tender documents, specifications and contracts is an added advantage.
• Ability to work in a fast-paced environment and meet tight deadlines.
• Must be proactive and take initiative without waiting for instructions.

Responsibilities

• Provide secretarial and admin support to Directors and team.
• Redirect matters to relevant parties with discretion during Directors' absence.
• Manage diaries, schedules, meetings, travel, hotel and visa arrangements for engineers.
• Handle incoming/outgoing calls, messages and emails; greet office guests.
• Prepare meeting agendas and minutes; transcribe dictation.
• Process and distribute all correspondences; assist with letters, reports and submissions.
• Assist in general admin duties and support other teams for smooth operation.
• Coordinate with overseas offices and liaise on activities and work.
• Maintain confidentiality of information and update contact lists.
• Process claims and timesheets; assist with presentation materials and bid documents.
• Monitor status of projects and coordinate with corporate services and engineering departments.

Skills

Secretarial support

Diary management

Coordination

Discretion

Communication

Job description

Responsibilities

• Providing secretarial and admin support to the Directors and team


• Manage and ensure all matters are redirected to the relevant parties with discretion and attended to meticulously during the Directors' absence


• Managing diaries, schedules and provide admin support to the team of engineers (make appointments, schedule meetings, travel/hotel/visa arrangements)


• Managing incoming & outgoing telephone calls, messages and electronic mails.


• Seeing to office guests


• Preparing management meeting agenda, minutes of meetings, transcribing dictation


• Handling and distributing all incoming and outgoing correspondences


• Assist in the preparation of all documents & correspondences, such as letters, reports, tender, specifications, submission proposals, emails etc.


• Assisting in general administrative duties and work of other teams to ensure smooth operation


• Assist in liaising and coordinating all activities and work with the overseas offices


• Handle all information with discretion and strict confidentiality


• Update and upkeep contact lists


• Process claims and timesheets


• Assist with the preparation of presentation materials, bid documents and fee proposals


• Assist to monitor and track status of projects


• Work closely and coordinate with corporate services and other engineering departments

Requirements

• 3 to 5 years of working experience in similar field


• Experience with preparing tender documents, specifications and contracts will be an added advantage


• Ability to work in fast-paced environment and under tight deadlines


• Must be pro-active, to take initiative without waiting for instructions