Job Description

Job Purpose:

Responsible for the organization and co-ordination of office operations, procedures and resources to facilitate organizational effectiveness and efficiency.

Perform operational functions for the organization.

1. Plan and implement office systems, layout and equipment procedures

2. Maintaining the condition of the office and arranging for necessary repairs

3. Maintain, determine and replenish supplies and stationery


4. Verify receipt of supply


5. Handle internal customer inquiries and complaints

6. Relationship management of suppliers

7. Recording general office expenditure and managing the budget

8. Monitor and ensure that internal processes are followed


9. Register new staff on the biometric system.

10. Summarize & report on the timekeeping of staff to the relevant department heads.

11. Recording registered mail letters and managing the petty cash related to those costs.

12. Accurate filing of documents.

13. Organize & manage the parking requirements of all staff.

Oversee the work of subordinates

1. Oversee the work of the subordinates and ensure that they are performing to the required standard.

2. Ensure the smooth integration between the work of the subordinates.

3. Ensure good housekeeping of the departments.


4. Ensure the overall cleanliness of the inside of office, parking area and perimeter of the building.

Managing staff

1. Manage annual leave for the department


2. Conduct performance reviews and complete the necessary documentation as required by the business.


3. Monitor access, telephone and photocopy usage of staff.

Working conditions:

Office Based.

Qualifications & Experience:

1. Secretarial/Administrative related qualification required.

2. Prior administrative experience required.

3. At least 3 years people management experience required.

4. Minimum of 3 years' related office management/administrative experience required.

5. Basic accounting experience required.

Skills & Knowledge Required:

1. Strong administrative skills.

2. Attention to detail.

3. Proficiency in the English language.


4. Knowledge of the MDA Property System Software preferred.

5. Good telephone etiquette.

6. Basic report writing skills/written communication skills.

7. MS Office skills required:

a. MS Word - Basic.

b. MS Excel - Basic.

c. MS Power Point - Basic.

d. MS Outlook - Basic.

8. Good report writing skills.

9. Ability to deal with confidential information.

10. Good timekeeping skills.

Personal

Attributes:

1.

Problem solving

- find solutions when emotions are involved.

2.

Reality testing

- be objective; see things as they really are.

3.

Impulse control

- resist or delay impulse to act.

4.

Flexibility

- adapting emotions, thoughts and behaviors.

5.

Stress tolerance -

coping with stressful situation.

6.

Interpersonal relationships

- building mutually satisfying relationships.

7.

Social

confidence

- be self-assured and at ease with people in all types of social situations.

8.

Multitasking

- dealing with several activities at a time, enjoy being given new tasks before they have finished another.

9.

Persistence

- sticking with tasks, not giving up, dislike leaving things unfinished.

10.

Rule

following

- adhere to rules and strictly follow work regulations.

11.

Attention to detail

- focus on details, strive for perfection and be well organized.

12.

Planning

- enjoy making detailed plans and long-terms plans.

13.

Innovation

- creative and open-mindedness.