Admin cum Personal Assistant to MD (HCMC)

Job Description

Purpose of the position

This position encompasses a range of responsibilities, including general administrative tasks, consumable management, stationery management, facility management, and providing administrative support to the Managing Director.

Main Duties & Responsibilities

Assistant scope

• Schedule & prepare meetings - notes / files
• Support email / communication via call or face to face
• Take notes & actions and manage central action list for all site & department
• Book flight / restaurant / meetings & coordinate logistics during the day
• Pay & collect invoice - make expense report
• General chores and errands
• Inform related parties with transparent information

Procurement scope

• Arrange Gift/Uniform/PPE/Employee cards and other gifts (for internal event, project, adhoc award, training, vendor, customer)
• Order business card
• Follow up & book air ticket & hotel
• Check invoices for meal (while travelling)
• Lunch/dinner arrangement
• stationery etc – general repetitive procurement
• MHE maintenance
• Internal events/party arrangements - coordinate with TU team; internal vehicle arrangement for company parties and dinners

Administrative scope

• Handling hard and soft copies (debit note, PO, etc) from relevant departments (Procurement/ Ops team/Sales, etc)
• Manage asset list all sites
• Arrange seating layout and prepare stuffs for office moving, for new employees
• Check Compliance documents/requests
• Car logistics arrangement
• Legal management of documents and document flow, approval matrix
• Checking HR-Admin contract/fee; check/understand contract at other sites
• ISO documents preparing & checking