Admin Supervisor cum BOD Assistant

Administrative expenses control:

• Oversee office fitting-out (if any) and office decoration to ensure the office is always organized, professional, and comfortable.
• Be responsible for the company’s administrative legal documents, licenses, permits, and other documents required for the company’s operations.
• Be responsible for coordinating office supplies, including office furniture and equipment, ensuring cost efficiency and appropriate quality; manage administrative petty cash.
• Oversee the maintenance and management of all office facilities, including furniture and fixtures, office security, company vehicles, office equipment and machinery, and general office safety; follow up on the renewal of office and house rental contracts.
• Oversee visa, residence card, and work permit arrangements for staff and guests, where applicable.
• Be responsible for planning and arranging company trips, events, and social/outdoor activities for all staff.
• Be responsible for arranging annual health check-ups.
• Control administrative expenses and prepare monthly and annual reports.
• Record and control office assets in cooperation with the Head of HR.
• Be responsible for document control, including company asset documentation, office expense records, office supply contracts, and company newsletters.
• Manage relevant insurance contracts, including car and Professional Indemnity (PI) insurance.
• Communicate with landlords as needed and coordinate the timely payment of utilities and service fees; establish, renew, and terminate lease contracts as required.
• Develop administrative processes, policies, announcements, and procedures as required, and conduct periodic reviews to ensure they remain appropriate and effective.
  

Personal Assistant to BOD:

• Prepare invitations, agendas, meeting materials, and meeting arrangements for weekly department-head meetings and Board of Management meetings; take dictation and prepare meeting minutes.
• Represent the General Director (GD) in communicating with all departments within the company.
• Manage all business membership accounts for the BOD and handle related administrative matters appropriately.
• Arrange travel and accommodation and, when required, accompany the GD on business trips to take notes or dictation during meetings or provide general assistance during presentations.
• Screen telephone calls, enquiries, and requests for the GD and handle them when appropriate.
• Provide interpretation and translation of documents as requested.

Coordination & Other Responsibilities

• Act as a coordinator between Pebsteel Indochina and PEB Steel Buildings to ensure the smooth running of projects at all stages.
• Provide support to the BOD on personal or business-related matters as required.
• Liaise with other offices regarding corporate matters and provide periodic reports as required.
• Be responsible for other assignments as required.

• Bachelor of Business Administration or English or Law is preferred.
• Having general knowledge of current business law and related procedures
• At least 10 years of experience working in foreign companies at the same position 
• Excellent English and presentation skill.
• Strong communication and interpersonal skill.
• Strong problem-solving skill.
• Time and task management skills
• Good organizational, research and secretarial skills.
• Good at Microsoft Office applications.
• Open-minded, dynamic, pro-active, well-groomed.
• Careful and service-minded character
• Be able to work well in team.
• Willing to work under pressure.