A boutique development company which is focusing on premium market projects now is seeking an experienced Senior Admin Assistant to join the team.
1. Secretarial and Administrative support & Diary management
• Manage detailed Inbox, email correspondence, diary management and appointments, coordination of meeting with the relevant department.
• Tidy up the desk of the Executive, organising coffee, lunch or arrangement of booking for dinners for the Founder.
• Coordination of monthly meeting’s agenda and meeting logistics for Melbourne, Singapore, Malaysia and USA.
• Planning the Corporate and (major) family activities together with the Founder and her family and Management Team 12 months ahead. Preliminary discussions to be held before the end of the year, and updated quarterly.
• Secretarial support to Management members, and administrative support to HR and Sales Team.
• Coordinate CEO diaries, manage diary entries, clashes and holiday entries.
• Advise / remind the CEO of important diary events.
• Keeping track of monthly expenditure receipts and statement for the Founder
2. Travel Arrangements
• Flight and accommodation bookings
• Planning the yearly travel for the family together with the Founder
• Compile travelling file including air tickets, hotel confirmation, transfer confirmation etc. for every trip.
• Travel to Singapore, Malaysia or other designated overseas destination as required to support the family members.
3. Residence Support – property in Australia, Singapore & Penang
• Organisation of domestic suppliers for various services required for the household in Melbourne / Singapore and Malaysia.
• Create organised files for each dwelling with essential data / floor plans / contacts / costs etc.
• Assistance in getting the residence ready by coordinating with cleaner and stock up the fridge and the pantry with all the necessary groceries for the Founder’s visit.
• Manage fees/ rates/ bills/phone/ electricity, repairs, cleaning, moving and renovation.
4. Vehicle Support
• Manage payment/renewals of car insurance and registration, and ongoing maintenance and washing as required, for:
• Arrange for cleaning of cars as required in Melbourne and Singapore and keep covers on cars when unused.
5. Admin & Office Division
• Assistant provided to Directors as required including reminders to GM for the completion of staff performance reviews and reminders of annual commencement date, and co-ordinate with GM for staff/company function & staff’s birthday
• Organisation of company functions including planning, invitation, catering, security, transportation etc.
• General Office Management support including ensuring the smooth and efficient management of day to day office operations
• Manage maintenance – office plants, body corporate charges, pantry supplies, cleaning, keys and access fobs register, and ownership recorded
• Manage Tenancy bills together with Finance and Accounts Division (IT/Cleaning/Plants/windows/insurance/Owners Corporation)
6. Miscellaneous
• Support to General Manager and Development Manager for administration as required.
• Work quickly and accurately to foresee and solve issues avoiding escalation.
• Plan and prioritise work ensuring outcomes are achieved within strict timelines and effectively balance competing demands.
• Adapt to constant changing work demands, demonstrate capability and competency whilst working under pressure with minimal supervision and as a team member.
• Any other duties that be assigned by Managing Director and Project Architect
Similar experience at least 4 years of working as a Real Estate Admin / PA
Must be Australia PR / Citizen
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