Section Secretary

AECOM is seeking a Section Secretary to be based on site office within East Coast, Malaysia.

This position is a fixed term role.

What you’ll do:

• Establish and manage all administrative activities and procedures for office record keeping during project implementation.
• Ensure filing systems are correctly maintained.
• Establish systems for identifying and logging incoming and outgoing office documents.
• Secure private and confidential material.
• Provide secretarial support to the team leaders and project team.
• Oversee the organization's regular activities such as maintenance of office equipment, stationery, office supplies, processes and procedures.
• Plan, evaluate and enhance the electronic information systems.
• Manage HR matters.
• Monitor the quality of outputs/deliverables.
• Establish the procedures for project recording.
• Ensure compliance with the office protocols and safety/security requirements.
• Communicate decisions, directives, and policy changes to staff.
• Co-ordinate event planning, including meetings, trainings, celebrations, team building activities/events.
• Manage the storage and archiving of project records.
• Maintain close communication with HQ, site team and administrative staff.
• Assist in preparing reports.
• Perform regular audits on document control and record keeping.
• Maintain a safe working environment.
• Coach, discipline and manage internal staff relations.
• Assist in the selection and recruitment of administrative staff.
• Coordinate the performance assessment/evaluation process.
• Distribute and circulate project documents and information.
• Liaise with the contractor’s IT in managing data in server and management systems.
• Maintain staff information.
• Manage PPEand vehicle arrangements and records.
• Perform other duties as directed by the team leaders.

Requirements

Meet the Requirements:

• Possess a recognized Degree, Diploma or Certificate in Business Administration or another related field
• Have at least 5 years of experience in administration and clerical.
• Exhibit responsibility, diligence, and trustworthiness.
• Display outstanding communication and interpersonal skills.
• Be a collaborative team player.