Secretary

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.