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Senior Project Secretary

2 weeks ago

Singapore KBR, Inc. Full time $60,000 - $80,000 per year

Title:

Senior Project Secretary

Job Responsibilities:

1. Administrative support to the Project Team (includes client's team), duties and responsibilities include but not limited to the following:

  • Arrange company security and building access cards

  • Create and manage folders on Project Drive/SharePoint, includes managing of folder access rights

  • Assist with correspondences and communication with clients

  • Prepare and maintain various reports as required

  • Manage the set-ups of functional mailbox

  • Coordinate and raise IT request tickets for software network/wifi access, office equipment rights, etc

  • Complete relevant forms that the project called for, keep record and timely update of forms

  • Reserve of meeting rooms

  • Manage and organize seating plan

  • Update of space rental reports (Project space)

  • Work closely with company's other offices on project's matters

  • Coordinating business travel, e.g booking of flight tickets, hotels, VISA, etc

  • Arranging LOI (Letter of Invitation) for overseas visitors

  • Handle overtime (OT excess form) records and sought approvals from the Project Director/Managers

  • Coordinate purchases and manage services entries for payment of invoices

  • Organize snacks/meals for events (projects/corporate) where necessary

  • Assist with expense claims for project leads

  • To render assistance to another project where needed

2. Project Secretaries Supervising and Admin Support:

  • To train and supervise a group of project secretaries

  • Provide mentorship to the project secretaries/junior staff

  • Provide administrative support to senior management staff where required

  • Support the Office Manager on tasks as directed

  • Other ad-hoc duties as assigned

Job Requirements:

  • Minimum GCE "O" level

  • At least 8 years of working experience in the related field

  • A team player who can also work independently

  • Detailed, meticulous and strong organizational skills

  • Taking ownership and accountability at work

  • Able to work in a fast-paced environment

  • Proficient in MS Office applications