Job Description

Responsibilities: 1. Record Management Maintain and standardize a systematic filing system and archiving records for easy retrieval and storage Record and coordinate on incoming documentations including checking, scanning, record and sorting by projects Develop and maintain reference for any requested document Reviews each document for conformity and accuracy Ensures delivery and receipt of all documents by deadlines Compliance to ISOP procedures to ensure all standard established are adhered to 2. Meeting Coordination Maintaining, scheduling and coordinating meeting appointments with external parties To assist on details schedule & timeslot of Internal Project Meeting, Client-Consultant Meeting and any others meeting deems needed. Make the logistic arrangement for the meetings before and after i.e. venue, facilities, refreshment etc. Send out calendars invites and related documents to participants, follow-up on attendance and appointment Prepare meeting agenda, records and distributes minutes of meeting for safe keeping 3. Sales Gallery/Office & Project Administration Manage and responsible for all service provider scope of works such as Security Firm, Cleaning Company, Refuse Collection, Landscaper, Air-conditioner, etc including work done verification and processing of monthly claims. Manage and responsible for all utilities provided by others to the building including TNB, AIS, TM, IWK, etc including work done verification and processing of monthly bills. Provide liaison between PTL, project team members and other internal / external parties as and when required Involved in preparation of correspondences from respective development for letters to relevant parties Assist to monitor the inflow / outflow of the correspondence / Management Paper and relevant documentations Carry out general administrative tasks to ensure smooth operation of respective development Filing and dealing with important documents and filing system Act as the point of contact for internal and external clients and provide general support to visitors and liaison with staff enquiry or customer complaints. 4. Project Payment Assist in preparing Certificate of Payment (COP) on claims submission and getting relevant signatories. To follow-up with Finance Department on COP and cheque status. Assist in preparing cheque requisitions for fees submission to relevant authorities. 5. OPEX & CAPEX Yearly Budget and Office Inventory Prepare and monitor the yearly budget and coordinate with treasury/finance/procurement department for all matters related to procurement and purchasing purpose. Check inventory of office supplies and process all purchase requests/e-PR in the PCMS system within allocated budget and to ensure timely delivery of items requested Update the inventory and AOP tracking once item is completely purchased and delivered 6. Project Reporting Compile information/data from the respective projects for monthly progress report Assist to consolidate and prepare monthly project reporting for respective PTL\'s review Submit timely reports and prepare presentations/proposals as assigned Requirements: Professional Certificate/Diploma in any equivalent discipline. Total Work Experience: 4 to 6 years. Total Relevant Experience: Minimum five (5) years\' experience as Administrator in building management and/or property developer. Proficient in Microsoft Office, Teams and any Internet Applications. Well-versed in systematic document control and knowledge in quality management. Able to work independently with less supervision. Good command of English and Bahasa Malaysia, both written and spoken. Ability to plan, organise and familiar with budget costing

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