JOB DETAILS

JOB DETAILJob Details

●General Administration such as mainly;

・Managing MDs & GMs diary/calendar on meetings, travels, visitation of customers and any other appointments.

・Screen and attend to phone calls

・Assist MD & GMs in preparing and administering all their correspondences/memos/taxes/letters/presentations for meeting and filing of these documents.

・Organize all travel arrangements

・Administrate expenses claims and payment of his bills.

・Communication to staff on behalf of MD & GM as directed by MD & GM.

・Respond to emails on behalf of ＭD & GM

・Directing and preparing minutes when directed.

・Responsible for travel arrangement (flight, logistic and accommodation ) for all staffs and guests.

・Manage MD & GM’s drivers schedule on his timing and dispatch for administration department.

・Check and verify MDs and GMs drivers expenses and overtime claims and petrol charges.

・To monitor and ensure all the administration equipment is well maintained and in order.

・To supervise the receptionist, company drivers and tea serving lady to perform duties without any complain.

・Take care of all guests such as arrange local travel arrangements, dining arrangements upon requests.

・To develop corporate polices and procedures align with head quarter direction.

・To organize introduction to new staff.

・Keep the personnel records and documentation in good order.

・Arrange the work permit application for expatriates.

・Organize and provide documents, reports and information.

Coordinate workspace, computer, and necessities for new employees with IT department.

・Maintain;

1) Electronic and physical files.

2) Office supplies.

3) Weekly schedules of employees

・Sort and distribute mails.

・Act as a liaison with other departments, outside agencies and other Marubeni branches.

・Plan, arrange and organize company’s event when directed.

・Work independently and within a team on special projects, which could include presentations, mailings, or proofreading.

・Resolve administrative problems by coordinating preparation of reports, analyzing data, and finding solutions.

・Prepare or Translate reporting materials (from/into Japanese) for the head office and other locations

(e.g., preparing presentation documents, setting up meetings, submitting documents to relevant authorities, etc.)

●Human Resources such as mainly;

・Payroll

・Dealing with the government authorities department

・Hiring and Retirement Procedures including exit interviews

・Access card arrangements, organizational chart changes, cell phone arrangements, emergency contact list creation, seating chart updates, EP (DP) applications, insurance and worker's fringe-benefit applications, medical expense management, and condolence arrangements　

・Administrative support for expatriates (visa application, renewal, passport renewal, airline tickets, hotel arrangements)

・Other administrative support for Japanese staff as needed　

●Others;

・Research Malaysian companies, business regulations and business systems, and organize a summary in PowerPoint (Japanese or/and English).

REQUIRED WORK EXPERIENCERequired

・Japanese Language Proficiency Test Level 1 or equivalent.

・Experienced in Japanese major company and deep understanding of Japanese corporate culture.

・At least 5 years of experience in Administration department.

・Experience in Human Resources

・With Secretarial work experience also welcome.

・Cooperative mindset and willingness to take on new challenges.

・Proactive and also meticulous mindset is helpful.

・PowerPoint presentations in both English and Japanese.

・Microsoft (Outlook, Excel, Word, PowerPoint)