Team Secretary (Engineering)

Meinhardt Singapore Pte Ltd; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A leading engineering firm in Singapore is seeking an experienced administrative assistant to provide secretarial support to the directors and assist the team with various administrative tasks. Candidates should have at least 3 years of experience in a similar role, be proficient in Microsoft Office, and capable of managing multiple responsibilities in a fast-paced environment. Excellent communication skills and discretion in handling confidential information are essential.

Qualifications

• At least 3 years of working experience in a similar field.
• Experience in the built environment industry is preferred.
• Ability to work effectively in a fast-paced environment.

Responsibilities

• Provide secretarial and admin support to Directors and team.
• Manage schedules and ensure proper handling of incoming/outgoing communications.
• Assist with preparation of presentation materials and documents.

Skills

Proficient in Microsoft Office

Ability to multi-task

Strong communication skills

Discretion and confidentiality

Education

Diploma in Business Studies/Administration/Management

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
• Managing schedules and provide admin support to the team (make appointments, schedule meetings, travel/hotel arrangements)
• Managing incoming & outgoing telephone calls, messages and electronic mails.
• Seeing to office guests
• Preparing meeting agenda, minutes of meetings, transcribing dictation
• Handling and distributing all incoming & outgoing correspondences and faxes
• Assist with the preparation of presentation materials, bid documents and fee proposals
• Assist in the preparation of all documents & correspondences, such as letters, reports, tender, specifications, submission proposals faxes, emails, etc.
• 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 to monitor and track status of projects
• Work closely and coordinate with corporate services and other engineering departments

Requirements

• Candidate must possess at least Diploma in Business Studies/Administration/Management or equivalent
• At least 3 years of working experience in similar field, preferably in built environment industry
• Highly proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Experience with preparing tender documents, specifications and contracts will be an added advantage
• Must be comfortable dealing with expats and people of different nationalities
• Ability to work in fast-paced environment and under tight deadlines
• Must be pro-active, take initiative without waiting for instructions
• Able to multi-task and handle urgent requests