Admin Supervisor cum BOD Assistant

Mô tả Công việc
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.