Job Description

Professional, Full Time (Contract)The Administrative Assistant is responsible for performing administrative & clerical tasks to Financial Services Office, and in doing so exercises good judgement in the receipt, processing and responses to internal and external finance documents, inquiries, requests, and correspondences, often of a confidential nature. He/she also relieves the Financial Controller of routine administrative tasks and ensures efficient operation of the Financial Services Office based on a thorough knowledge of finance functions.Key ResponsibilitiesAdministrative duties\xef\xbb\xbf

• Coordinates the daily administrative operations of Financial Services Office. Plans, initiates, and ensures the completion of office administrative, secretarial, and clerical assignments. Gathers and prepares information as required for responses. Reviews all incoming correspondences, routing matters requiring action by Officers, replying to those items not requiring the Financial Controller\xe2\x80\x99s attention, and screens all correspondence prepared for Financial Controller\xe2\x80\x99s signature for format, clarity, completeness, and procedural correctness.
• Composes, prepares, and produces letters, memoranda, instructions, and other written communications on behalf of Financial Controller.
• Receives and conveys messages, instructions, procedures, and confidential materials to staff members. Maintains and controls confidential records. Explains established or routine policies and procedures to other staff and suppliers.
• Schedules, attends, and takes notes and minutes for meetings. Disseminates notes and minutes. Prepares materials required for meetings.
• Maintains appointment calendar for Financial Controller and has authority for commitment of time. Makes and confirms necessary meetings, refreshment and travel arrangements. Keeps appropriate records and expenses claim forms.
• Establishes and maintains files and filing systems for Financial Controller.
• Act as Fixed Asset Co-ordinator for Financial Services Office.

Accounting duties

• Maintains records, files and filing systems for Financial Services, including archiving.
• Monitors expiry dates and file upkeep of general insurance of the University.
• Controls the issuance of blank cheques to Accounts Payable and keep a central record of cheques usage.
• Disburses payment and/or e-mail payment notification to Suppliers, Students and Staff within the timeframe/deadline set.
• Keeps and updates records for the Department\xe2\x80\x99s Fixed Asset Listing and performs annual physical check on the existence of these fixed assets.

About youTo be successful in this role, you will have:

• Minimum SPM or Diploma.
• Minimum three (3) years of office administration experience.
• Ability to carry out continuing and complex assignments that require the organisation of materials and the handling of routine administrative details.
• Understanding and knowledge of modern office practices and procedures, or the ability to rapidly acquire such knowledge.
• Ability to properly handle confidential and sensitive information.
• Demonstrated proficiency in the use of PCs to complete varied tasks.
• Good communication skills and knowledge of business english.
• Demonstrated ability to work independently with minimal supervision and as part of a team.
• Previous experience in service industry and/or accounts department environment is an added advantage.

Closing Date: Open until filledInterested applicants are invited to submit a latest resume which includes addressing the selection criteria, a covering letter, names and contact details of at least two referees and certified copies of your academic credentials.How to apply:Please address your applications to:Staffing Management Section,
Human Resource Department,
Curtin University Malaysia,
CDT 250, 98009 Miri, Sarawak, MalaysiaTo submit an application, please click on the Apply Now button.Alternatively, you may email your applications to:Only shortlisted candidates will be notified.Disclaimer:
Curtin (Malaysia) Sdn Bhd reserves the right at its discretion to withdraw from the recruitment process, not to make an appointment, or to appoint by invitation, at any time.

Curtin University