Role Overview:
The Personal Assistant at Steel Master Co.Ltd will play a critical role in ensuring the smooth operation of our management team, by providing high-level administrative, organizational and operational support to enhance productivity and efficiency.
Key Job Responsibilities:
- Manage director’ calendars, including scheduling meetings, appointments, and travel arrangements.
- Prepare, edit, and organize documents (e.g., reports, contracts, presentations, emails).
- Handle correspondence (phone calls, emails, mail) and act as a liaison between director and internal and external departments.
- Maintain filing systems (digital and physical) for easy retrieval of critical documents.
- Assist with project coordination, tracking deadlines, and ensuring timely follow-ups.
- Liaise with engineers, architects, and construction teams to relay instructions or updates.
- Monitor project timelines and alert director of potential delays or issues.
- Communicate with clients, suppliers, and subcontractors to schedule deliveries, resolve queries, or coordinate site visits.
- Assist in preparing quotes, invoices, or tender documents under supervision.
- Maintain databases of key contacts (clients, vendors, regulatory bodies).
- Assist with compliance documentation, including health and safety records, building codes.
- Coordinate logistics for materials, equipment, or site inspections.
- Support HR tasks, including onboarding new hires, arranging training for field staff).
- Organize company events, team lunches, or client meetings.
- Other duties as needed in a fast-paced construction and engineering environment.
Qualifications:
- A diploma qualification or higher in Business Administration, Construction or Science is required.
- 1-2 years experience as a personal assistant or a similar administrative role, but it is not essential if you can demonstrate your ability.
- Advanced skills in Microsoft Office Suite.
- Familiarity with office tools (e.g.Zoom, ChatGPT or other automation tools).
- Excellent organizational and time management skills.
- Ability to manage complex schedules.
- Ability to address challenges independently.
- Ability to handle sensitive information with confidentiality.
- Ability to ensure accuracy in all administrative tasks.