Secretary

Secretary – Job Description

• Email corresponding & filing documents (confidential or otherwise).
• Preparing slides, reports, agreements & presentations (using Microsoft Office applications – (Word, PowerPoint, Excel, etc.)
• Preparing travel arrangements (booking air tickets, hotel reservations, applying for visas for directors when going to overseas and expatriates who coming to Singapore)
• Making Appointments (for guests, notary public, virtual meetings, event planning, etc.)
• Attending telephone calls and Hospitality in receiving guests (making tea/coffee, snacks)
• Maintaining staff leave / MC records and daily attendance to report to the directors.
• Managing office supplies, FDW's paperwork, printouts of DHL, courier services (sending & receiving), telephone, etc. (monthly bills), and collecting mail when needed.
• Safety Management as per MOM rules, training of new staff, or any other ad-hoc duties as directed by MD or Directors.
• Obtaining quotations and negotiating payment terms from local spare part suppliers
• Update & print out PO's and coordinate with Senior Finance Manager.
• Assist the Shipping Assistant with documentation (in-house and with banks) for Letters of Credit.
• Assisting Senior Finance Manager on ad-hoc duties scanning payment vouchers, filing, labeling etc.
• Compile monthly reimbursement expenses statement with supporting documents for directors (cash & credit card payments)
• Any other ad-hoc duties as and when required not listed above.