Personal Assistant

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.