Administrative Assistant of Engineering

• As an Admin assistant, you will assume the duty of clerical and administrative support in order to optimize workflow procedures in the office.

• You will assist colleagues and executives by supporting them with record keeping, purchasing, planning and distributing information.

• You will be the point of reference for all queries, requests or issues and will be an integral part of the company’s workforce.

Duties & Responsibilities:

• Arrange appointments and meetings for the Director of Engineering, record same in diary and ensure the Director of Engineering has the appropriate documentation for each appointment

• Assist DOE to organize various meetings：send invitation/agenda, attend the meeting if required, take or translate meeting minutes and distribute to the relevant persons within 24 hours of the meeting taking place.

• To handle incoming calls/correspondence for DOE, to evaluate and disseminate the calls/correspondence to person’s responsible.

• Gather information/statistics from relevant departments and compile the monthly DOE report for his review

• Ensures complaints and requests are handled with the aim of exceeding internal and external customer expectations. Follow up of all Direct complaints with the necessary department heads and respond within 48 hours.

• Manage office/e-mails when the DOE is away.

• Assist DOE for travel arrangements: travel authorizations; make appointments if required, air-ticket/accommodation booking, and expenses claim etc.

• Keep and build good business relationship with key departments of the owning company.

• Prepare and disseminate correspondence, memos and forms, follow up on time sheets and time and attendance/rosters and schedules with the human resources department on behalf of the Engineering department.

• File and update contact information of employees, suppliers and external partners

• Support and facilitate the completion of regular reports

• Develop and maintain a filing system for all records, inventories and meeting minutes.

• Check frequently the levels of office supplies and place appropriate orders and purchase requests.

• Document expenses and hand in reports

• Prepare the monthly P&L (profit and loss) report

• Arrange, manage the roster the department, check the attendance record

• Assist the forecast of the cost monthly

• Follow up the events to assign persons to setup and standby accordingly

• Undertake occasional receptionist duties

• Comply with all Hotel Standards and Procedures.

• Be knowledgeable of procedures for security and emergency incidents and is familiar with location of fire alarms and fire extinguishers.

• At every opportunity demonstrate effective selling techniques in promoting Sheraton/Marriott products and services.

• Log security incidents and accidents in accordance with hotel requirements.

• Maintain personal presentation to hotel and Marriott standards

Management reserves the right to change or amend this job description at its sole discretion and without advance notice or employee approval.