Job Scope :
- Maintain departmental records, files, and databases, ensuring confidentiality and updated.
- Make travel arrangements, arrange visas and accommodations for department staff.
- Maintain an organized filing system for departmental documents and records in physical and digital formats.
- Facilitate onboarding of new department staff, including preparing of locker, equipment and uniforms.
- Coordinate the distribution of internal memos, announcements, and updates.
- Greet and assist visitors, serve drinks, arrange meeting room bookings and catering if needed.
- Handle incoming and outgoing communication, including phone calls, emails, and mail.
- Handles & arrange documents for shipment (Delivery note, Proforma invoice, packing list, Airway bill and etc).
- Data entries, prepare and review contracts and agreements on vendor registration list
- Prepare documents for invoicing and maintain the records.
- Course enrolment for department staff.
- Verify and maintain the attendance records of department staff.
- Perform secretarial duties to the department.
- Received all incoming email / faxes and disseminate to respective personnel.
- Make arrangement for customer visits according to instruction provided.
- Retrieve and sort customer data from GSN server prior customer visits.
- Prepare monthly report for AGM and sales team of Service Department.
- Checking material status (for spare part orders) with suppliers
- Updating customers on their order (for spare part orders)
Requirements:
- GCE ‘O’ / Nitec or equivalent
- 2 years of relevant working experience
- Good communication and interpersonal skills
- Comfortable working at Tuas office
- Able to start work immediate or short notice
