Office and Management Team PA - Malaysia

To provide PA support to local management team in conjunction with assisting in the smooth running of projects office processes
• Arranging domestic and international travel arrangements, preparation of itineraries and insurance documentation for local management team
• Diary management for local management team including weekly movements schedule
• Assisting local management team with Expenses, timesheets and work schedules
• Ownership of smaller projects - control of stationery stock, photocopier supplies, office consumables
• Act as the first point of contact for staff queries and office-related issues.
• Managing office welfare facilities – kitchen, consumables, catering etc
• Supporting conference and client event management activities
• Organising and storing paperwork, documents and computer-based information
• Dealing with incoming email and post/scanning documents
• Ensuring local management team are well prepared for meetings have necessary documentation and briefing papers
• Liaising with clients including arranging marketing meetings, welcoming and looking after visitors, checking and managing local management team e-mail accounts
• Flexibility to assist local management team in meeting business/project deadlines
• Organising audio and video conference calls for local management team
• Manage daily office operations, including office supplies, facilities, and equipment
• Coordinate with vendors and service providers (e.g. cleaners, maintenance, courier services)
• Ensure the office environment is well-maintained, safe, and compliant with company standards
• Handle incoming calls, emails, mail, and visitors professionally
• Act as a point of contact between employees, management, and external parties
• Support onboarding logistics for new employees (laptops/IT setup, access passes, stationery, etc.)
• Lead and assist in organising company events, meetings, and internal activities

RED is a company of Tractebel