Job Summary

The Secretary will provide efficient secretarial, administrative, documentation, and coordination support to management and the organization. The position will be responsible for managing correspondence, appointments, records, meetings, recruitment-related documentation, and communication with clients, candidates, government authorities, and other stakeholders.

Key Responsibilities

1. Secretarial & Administrative Support

• Manage daily schedules, appointments, meetings, and calendars of management.

• Receive and handle telephone calls, emails, letters, and other correspondence professionally.

• Prepare official letters, notices, memos, reports, minutes, and presentations.

• Maintain proper physical and electronic filing systems.

• Maintain confidential company, management, client, and candidate information.

• Monitor office supplies, stationery, and administrative requirements.

• Arrange meetings, prepare agendas and necessary documents, and record meeting minutes.

• Coordinate travel, accommodation, appointments, and other arrangements for management when required.

2. Recruitment & Manpower Coordination

• Assist the recruitment team with candidate documentation and administrative activities.

• Maintain and update candidate and client databases.

• Coordinate interview schedules between clients, candidates, and recruitment teams.

• Prepare candidate lists, interview schedules, attendance records, and related reports.

• Maintain records of demand letters, job orders, recruitment documents, and candidate status.

• Coordinate with recruitment, documentation, visa, medical, and deployment teams.

• Follow up on pending documents and provide timely updates to management.

• Assist in maintaining records related to visa processing, medical examinations, orientation, ticketing, and deployment.

3. Client & Stakeholder Communication

• Communicate professionally with local and international clients, agents, candidates, and other stakeholders.

• Draft and send business correspondence, emails, quotations, confirmations, and follow-up communications.

• Coordinate appointments and meetings with overseas clients and recruitment partners.

• Maintain professional relationships and ensure timely communication.

• Handle confidential information with discretion and professionalism.

4. Documentation & Record Management

• Maintain accurate records of company correspondence and recruitment activities.

• Ensure documents are properly categorized, filed, scanned, and archived.

• Prepare daily, weekly, and monthly administrative/recruitment reports.

• Track pending documents and follow up with concerned departments.

• Ensure accuracy and completeness of documents before submission to concerned authorities or stakeholders.

5. Compliance & Confidentiality

• Maintain confidentiality of company, client, candidate, and management information.

• Support the company in maintaining proper documentation and administrative compliance.

• Follow company policies, procedures, and applicable requirements related to manpower recruitment.

• Ensure important documents and records are properly controlled and accessible to authorized personnel only.

Required Qualifications

• Minimum Bachelor's degree in Management, Business Administration, Humanities, or a related field.

• Minimum 1–2 years of relevant experience in secretarial, administration, manpower recruitment, or overseas recruitment.

• Experience in a manpower/recruitment company will be an advantage

• Good Salary package

• Good Working Environment

• Opportunity to Growth