Personal Assistant cum Office Administrator

Company Overview

Our client is a leading law firm of advocates and solicitors in Malaysia.

 Job Description

Responsibility 1 – Personal Assistant 

• Act as the point of contact between DMWK and clients/teammates;
• Schedule meetings, manage calendars, assist with time management;
• Manage invitations and attendance at events and speaking engagements;
• Answer phone calls, draft emails and correspondence, take messages;
• Take dictation and meeting minutes, transcribe handwritten notes/drafts;
• Prepare and attend to documents and presentations;
• Plan travel, including flights, accommodation and ground transportation;
• Run work and personal errands and any ad-hoc tasks as requested;
• Assist Managing Partner when his PA is on leave; and
• Attend all matters in a professional and confidential manner

Responsibility 2 – Office Administrator 

• Perform general office and administrative duties such as:

1. Serve as the first point of contact and arrange for repairs, maintenance and improvement of the office premises, facilities and equipment;
2. Stationery and pantry stock take on monthly basis and place orders when necessary;
3. Manage season parking system and allocation on daily basis, and ensure payment is made on a monthly basis;

• Maintain office cleanliness at all times by supervising our cleaner on a daily basis. Ensure:

1. Meeting rooms – ensure water jugs are full, pens are ready in every room, chairs are sufficient and in a proper arrangement;
2. Toilets – change towels daily, replenish toilet rolls, refill hand soap if finished, ensure toilets, especially DMWK’s toilet is dry at all time, check walkaway to pantry and to DMWK’s room;
3. Pantry – ensure pantry and fridge is clean and clear from any personal belongings;
4. Shredding – draft papers shredding is in continuity and taken care off.

• Assist with and/or coordinate external and internal company events, internal meetings, client visits, catering, etc.
• Maintain accurate filing systems;

• Back up front desk during the absence of receptionist:

1. Answering incoming calls, record and deliver telephone messages;
2. Attending to guest – booking of meeting rooms, lead guests to meeting room, serve drink to guests, inform the lawyer the arrival of guests;
3. Prepare consignment note and arrange for courier pick-up;
4. Scanning incoming mail & sending out letters (by hand, courier, post and fax, AR registered post /registered post);
5. Correspondence – record all incoming mails and documents, record all outgoing mails, Arrange for ordinary post / AR registered post / certificate of posting;

• Any ad-hoc tasks when assigned.

Job Requirements 

• Possess at least an Advanced Diploma/Degree
• Candidate MUST be fluent in English
• Organized, efficient and able to handle confidential information with the utmost discretion

Contact Information

Contact person Kwa Kheng Sun

Contact number 016-216-1772

Email address khengsun.kwa@peoplelake.asia