Administrative Assistant (Secretary) - Alfardan Automobiles

Job Description

• Provide administrative support to the department office
• Plan and coordinate the business needs of the Head of Department including his
appointments, meeting and organizing his travels
• Responsible for all office related administrative matters and duties
• Coordination of all sources of communication from the department

Responsibilities

• Provide administrative support to the Head of Department
• Maintain and manage the filing system of the department's records/files
• Maintain a register of incoming/outgoing mails/documents including the tracking of
all QMS and non-QMS related documents
• Maintain a tracking record of major FM audit activities plan and actual
accomplishment and report to HOD weekly
• Process/prepare all forms of incoming and outgoing mails
• Answer and screen telephone calls
• Manage electronic scheduler and coordinate meetings/appointments
• Organise travel arrangements and reservations
• Prepare presentations for meetings and record minutes of meetings
• Liaise with other departments on specific assignments
• Track and administer all staff matters including annual leave and air tickets
• Plan, track and monitor office expenses in accordance to budget allocated
• Collate timely submission of petty cash reimbursement
• Request/issuance/usage monitoring of stationeries and F&B items for the department
• Dissemination of all communications originating in/out of the department
• Track and monitor the learning and development program of all staff including
planning the annual training program and monitor its compliance.

Job Details

Preferred Candidate