Job Detail



Specialisation: Law/Legal Services
Education Qualification: Bachelor Degree
Professional Degree
Work Location : Johor Bahru, Johor
Salary Range : RM 2,000.00 – 3,000.00
Posted Date : November 30, 2018

Job Purpose

To act as a general administrator and legal secretary for Legal Department.

Principal Accountabilities

• General administrator and secretarial duties

1. Provide secretarial support in the area of office administration

2. Administrative assistance to Senior Vice President and other designated personnel related to administration of the department

• Legal secretarial duties

Key Activities

• General administrator and secretarial duties

1. Provide secretarial support in the area of office administration records and maintain of official files, correspondences, mails, appointments, coordination of work, driver arrangements. Activities include:

a) Administer and manage appointments and maintain a proper record in the diaries, electronics and send reminder on the schedule arranged earlier.

b) Analysing information and data and drafting general letters, preparing procurement papers and approval papers/presentations e.g. Board paper based on requirements and available information.

c) Coordination of meeting including but not limited to sending meeting invitations and booking meeting rooms.

d) Manage incoming and outgoing correspondence (internal and external) for the office (letters, faxes, e-mail etc.), maintain proper record and files and ensure information is kept confidentially.

e) Coordinate traveling arrangements such as hotel room bookings, flight reservations, hotel accommodation for the designated personnel.

f) Submitting SVP’s application for Business Travel Approval and claims.

2. Administrative Assistance

a) Provide administrative assistance to the designated personnel in areas of administration of the department.

b) Record and Filling

(i) Responsible in maintaining and updating all agreements, documents and records in forms of hard copy and electronic data and ensuring the data is updated at all times and a proper checklist is maintained.

(ii) Responsible to organise files and documents, maintain and update the filling system for easy retrieval of information and documents at all times and a proper checklist is maintained to avoid errors and disputes.

c) To liaise with external auditors and provide documents requested by the auditors during audit.

• Legal secretarial duties / conveyancing work

1. To attend stamping of agreements within 30 days from the date of the agreement by submitting application for stamping online at Lembaga Hasil Dalam Negeri’s website and submitting the stamp duties payable.

2. To inform, obtain and liaise with the instructing documents on the stamp duties payable.

3. To request for stamp duties (in respect of stamp duties borne by company/company’s subsidiaries) and to maintain and keep track of payment of stamp duties deposited by Finance department.

4. To follow up on payment of stamp duties from the instructing departments and to ensure that payment is received within the stamping period to avoid penalty.

5. To forward a copy of the stamped document to the instructing department or to the counter party as the case may be.

6. To request corporate information documents from the Company Secretary for purposes of adjudication, registration of transfer, sale and purchase transactions, etc.

7. To forward and follow up signed approval papers to Company Secretary for the purpose of getting Board’s approvals/resolutions.

8. To liaise with other departments for execution of agreements, forms and any documents as instructed by the SVP and VP.

Kindly contact Mr Najib for further details at 0127642870 / 07-2305453 ext 19  or forward your resume to