Job Detail

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SITE SECRETARY

Specialisation: Secretarial/Executive & Personal Assistant
Education Qualification: Bachelor Degree
Diploma
Post Graduate Diploma
Work Location : Pasir Gudang, Johor
Salary Range : RM 4,000.00 – 5,000.00
Posted Date : July 09, 2018
  1. BRIEF DESCRIPTION OF JOB FUNCTION:

 

The incumbent will be responsible for facilitating and reporting under the supervision of a Site Manager. This incumbent will also require great responsibility and proper time management because the job entails constant monitoring and control of all site variables. This position will have a direct reporting line to the Site Manager as well as service the Engineering Team.

 

2. QUALIFICATIONS, EXPERIENCE, COMPETENCIES:

 

  • Qualifications:
    1. Matric certificate.
    2. Relevant Admin qualification.
    3. PRINCE2 short courses would be advantageous.
    4. Relevant post graduate qualifications would be advantageous.

 

  • Experience:
    1. Minimum of 3 years previous experience in an administrative/secretarial work environment.
    2. Minimum of 3 years proven work experience in a project/site  environment.
    3. Experience in solving problems, analyzing data and planning of work.

 

  • Knowledge required:
    1. Production of user documentation.
    2. Reporting to Project & Site Managers.
    3. Microsoft Office suite.
    4. Knowledge of local suppliers.

 

  • Skills:
    1. Fluent in English and Malay
    2. Self-starter, ability to work under pressure.
    3. Results and delivery orientated.
    4. Organisational skills like planning, project management and prioritising ability.
    5. Team player with interpersonal motivational skills.
    6. Ability to interact at various levels
    7. Report Writing Skills
    8. Management capabilities
    9. Accuracy and timeliness

 

3.   RESPONSIBILITIES:

  • Provide administrative support covering planning, tracking, reporting, quality management and internal communication.
  • Produces consolidated reporting to the Site Manager and or Engineers.
  • Assist with the implementation of  local standards, tools and procedures for use on the project.
  • Reviews project activities for compliance with local procedures and standards.
  • Manages the support and provision of project tools and equipment.
  • Assists with the production of user documentation.
  • Provide local guidance and support to Site Managers hence increasing compliance.
  • Responsible for typing e.g. minutes, compiling of various reports for Site Manager and Engineering Team.
  • Diary management (checking inbox & respond where necessary).
  • Setting up of appointments, meeting rooms, coordinating meeting procedures (refreshments, visual aids, hand-outs, and parking etc.)
  • Assist with local travel arrangements, quotations, hotel reservations, taxi & car hire etc. for the project team.
  • Manage the Drivers on a day to day basis – collection, deliveries.
  • Assist with local market research – Internet.
  • Meeting arrangements, distribution, agendas, action items follow up, lunch arrangements, venues, etc., up until Executive Committee level.
  • Creating and upkeep of filing systems – manual and electronically.
  • General office duties and Client liaison.
  • Assist with local purchasing, liaising with local suppliers, requesting quotations and invoices.
  • Monitor and record keeping of site stationery.
  • Assist with the record and capturing of employee timesheets, leave forms, claim forms etc.
  • General all round secretarial and administrative duties for Site Manager and Project Team.