NORMASYIDA MOHD SYED

SECRETARY

• Manage Managing Director’s day-to-day coffee, office and personal tasks, including calendar, schedule meetings, and coordinate appointments and prioritizing important deliverables.
• Manage Managing Director’s personal properties including rental collection, renting out the house, repair, renovation, up keep of the houses and attending the tenant requests and complains.
• Maintain accurate calendars, ensuring all appointments and commitments are kept in order.
• Prepare and review documents, reports, and presentations for the Managing Director.
• Handle incoming and outgoing correspondence, including emails, phone calls, and mail.
• Participate in highly confidential meetings, by organize and coordinate meetings, including preparing agendas, taking minutes, and following up on action items.
• Ensure all meeting logistics are in place, such as venue, equipment and invitation.
• Serve as the primary point of contact between Managing Director and internal/ external stakeholders. Handling internal and external inquiries professionally and promptly.
• Draft and edit correspondence, communications, presentations, and other documents on behalf of Managing Director.
• Maintain confidentiality and exercise discretion in handling sensitive information.
• Arrange and manage Managing Director’s private and business related travel, including domestic and international travel plans, flights, and accommodations.
• Drive Managing Director’s to certain travel location.
• Prepare travel expense reports and ensure timely reimbursement.
• Maintain and organized the Managing Director’s office room in a clean and tidy environment.

ADMIN

• Handle the daily tasks, which are in support of the superior’s tasks: phone calls, correspondence, arrangements, appointments, queries.
• Keep an ear to the ground, keeping the superior informed, and continually offering assistance.
• Prepare meeting room, seating arrangements, stationery, refreshment, etc.
• Mail notices of upcoming meetings and circulate related documentation to staff
• Ensure office equipment such as fax machine, printer, etc. are in good condition, general cleanliness and neatness of department’s work area and ensure the office stationeries stocks available at all times

OTHERS / ADD HOC

• Assisting property department on rental collection.
• Involved in interim project planning scope including concept, design and decision making on behalf of Managing Director.
• Liaison with government agency/ government liaison department for new acquired project.
• Study the trend of property market and the consumers' behavior.
• Making decisions on behalf of Managing Director on repairs, renovations and upkeep of building.

• Supervises and manages employees. Managing all day-to-day operations. Understanding employee positions well enough to perform duties in employees' absence.
• Manages day-to-day operations, ensuring the quality, standards and meeting the expectations of the customers on a daily basis.
• Handles complaints, settling disputes, and resolving grievances and conflicts, or otherwise negotiating with others.
• Provides information to supervisors and co-workers by telephone, in written form, e-mail, or in person.
• Analyzes information and evaluating results to choose the best solution and solve problems.
• Informs and/or updates the executives, the peers and the subordinates on relevant information in a timely manner.
• Reviews financial statements, sales and activity reports, and other performance data to measure productivity and goal achievement and to determine areas needing cost reduction and program improvement.
• Intervenes in any guest/employee situation as needed to insure the integrity of the property is maintained, guest satisfaction is achieved, and employee well being is preserved.
• Understands and, if necessary, implements all emergency plans including accident, death, elevator, thefts, vicious crimes, bombs, fire, etc.

HUMAN RESOURCE

• Manage and execute full life-cycle recruitment, including source, review, interview, select pre hiring activities and prepare to onboard and other documentation.
• Responsible for managing every aspect of the employment process, including onboarding, training new staff members and off-boarding process.
• Prepare all offer letters.
• Responsible fully for monthly payroll processing.
• Liaise with government authorities – BOMBA, JTK, PUSPAKOM
• Responsible for outlet incentive target calculation – if outlets achieved target
• Ensure salary revision, staff movement, update before next salary
• Arranging training class for new staff
• Monitor attendance to ensure employee punctuality, leave application prior for payroll processing.
• Responsible for the issuance of termination, disciplinary, warning letters, and show cause letters. (any disciplinary related letters)
• Responsible for verifying and getting consultation from IR consultant regarding any disciplinary issues.
• Address employee relations issues, such as attendance issues, work complaints, or other employee concerns.
• Administrate employee leave entitlement, utilization record and carry forward leave balance
• Administer and responsible for the issuance of confirmation, transfer, promotion, and etc. (any employee movement related letters)
• Ensure monthly enrolment/termination submitted on time to the insurance company.
• Prepare ARL, calculate AL balance, exit interview and clearance on LWD, and update insurance upon staff resignation period
• Ensure HR administrative duties include maintaining personnel records, managing HR documents
• Ensure monthly enrolment/termination submitted on time to the insurance company.
• Assist selling floor during festive season, school holiday and staff shortage.

PERSONAL ASSISTANT

• Manage Store Manager’s online calendar, assessing priority of appointments and reallocation as necessary.
• Process Store Manager’s correspondence, ensuring that incoming correspondence is dealt with by the Store Manager /or on behalf of the Store Manager, or other staff as appropriate.
• Maintain Store Manager’s office systems, including data management and filing.
• Maintain records of Store Manager’s contacts.
• Screen calls, enquiries and requests, and deal with them when appropriate.
• Assist Store Manager in researching and following up with action on matters which fall within the Store Manager’s responsibility – chasing responses, triggering follow-up action.
• Support and assist in company events and activities.
• Any other duties as may reasonably be required by the Store Manager.

INFORMATION TECHNOLOGY

• In charge of new system build up, work flow and implementation of the systems.
• Installation, configuration, deployment, troubleshoot and support of IT hardware, software and network.
• Assist on IT asset management involving data entry, tagging, documentation, assessment and disposal.
• Implementing IT standard operating procedures to improve work processes.
• Respond to IT related complaints and provide support to end-users.
• Other tasks as assigned by the management.

HUMAN RESOURCE

• Responsible fully for monthly payroll processing manually.
• Responsible for payroll statutory i.e. KWSP, SOCSO, LHDN, HRDF and matters related monthly\salary
• Liaise with government authorities –SOCSO, EPF, INCOME TAX, KDN
• Manage and execute full life-cycle recruitment, including source, review, interview, select pre hiring activities and prepare to onboard and other documentation.
• Responsible for managing every aspect of the employment process, including onboarding, training new staff members and off-boarding process.
• Prepare all offer letters
• Monitor attendance to ensure employee punctuality, leave application prior for payroll processing.
• Responsible for the issuance of termination, disciplinary, warning letters, and show cause letters. (any disciplinary related letters)
• Address employee relations issues, such as attendance issues, work complaints, or other employee concerns.
• Fully responsible related to foreign worker matters such as permit renewal, passport renewal, FOMEMA arrangement.
• To ensure all permit are renew accordingly and permit data up to date.

• Supervise production processes to ensure it can reach the maximum standards.
• Managing all the steps in production and identifying areas for improvement.
• Audit production and inventory records to measure operational efficiency.
• Recommend solutions to problems. Collaborate with quality auditors and product designers to modify the product or process to improve the product's quality standards.
• Create quality control procedures for various departments, implements these procedures and recommendations before testing a product again.
• Testing raw materials from suppliers and vendors and after production products to see if it serves t purpose and record any necessary measurements or results.
• Identify product defects that may affect quality, durability and reliability.
• Generate reports on findings and include recommendations to improve the product or service's quality if needed.
• Inspects imported item from others SWAN’s factory all over the world at TANJUNG PELEPAS harbor, only items that passed 1st QC test will be brought to SWAN’s MALAYSIA office for further quality checking.