Ø Coordinate daily activities and tasks with the department head, tasks to be done on a timely manner;
Ø Assist the department head on the staff appraisal, recruitment process, staff HR related applications, etc.;
Ø Prepare appropriate forms, process mapping, procedure manuals, etc. as a guiding principle to the design department.
Ø Maintain and update a comprehensive electronic and physical filing system. Files include official correspondences like memos, transmittals, faxes, letters, minutes, etc related to projects. Also maintain personal files of staff and other documents of highly technical and very confidential nature to the Company;
Ø Keep a record of all correspondence and action comments received externally or internally and maintain a database & back-ups for security and future tracking;
Ø Thorough review of the incoming document and distribute to respective architects copying the assigned PM;
Ø Tracking outstanding action list and follow-up from time to time when important issues is involved. Liaise with other departments to keep track of project follow –up matters;
Ø Must be in the position to locate correspondence and readily identify source when required;
Ø Prepare a variety of memos, reports, letters and faxes, ensure accurate content before obtaining approvals and dispatch to respective recipients;
Ø Compile week reports from the architects and team leaders, review and forward to the department head for the allocation planning.
Ø Negligence a human error can result to fatal loss of invaluable data of complex nature to the department. Must, therefore, be highly cautious in allowing others to use the PC, insecure usage i.e., catching of computer viruses can cause irreparable damage to such date of highly confidential and complex nature.
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