Team Secretary

Responsibilities:

• Providing secretarial and admin support to the Directors and team
• Manage and ensure all matters are redirected to the relevant parties with discretion and attended to meticulously during the Directors' absence
• Managing diaries, schedules and provide admin support to the team of engineers (make appointments, schedule meetings, travel/hotel/visa arrangements)
• Managing incoming & outgoing telephone calls, messages and electronic mails.
• Seeing to office guests
• Preparing management meeting agenda, minutes of meetings, transcribing dictation
• Handling and distributing all incoming and outgoing correspondences
• Assist in the preparation of all documents & correspondences, such as letters, reports, tender, specifications, submission proposals, emails etc.
• Assisting in general administrative duties and work of other teams to ensure smooth operation
• Assist in liaising and coordinating all activities and work with the overseas offices
• Handle all information with discretion and strict confidentiality
• Update and upkeep contact lists
• Process claims and timesheets
• Assist with the preparation of presentation materials, bid documents and fee proposals
• Assist to monitor and track status of projects
• Work closely and coordinate with corporate services and other engineering departments

Requirements:

• 3 to 5 years of working experience in similar field
• Experience with preparing tender documents, specifications and contracts will be an added advantage
• Ability to work in fast-paced environment and under tight deadlines
• Must be pro-active, to take initiative without waiting for instructions