Priya Thevathas

• Provide professional secretarial and administrative support to Partner & 3 Directors (P&D)
• Monitoring a reporting Director's email and responding if required • Reporting to Senior Management (P&D) and performing daily Secretarial duties.
• Liaising with internal departments, answering calls, and making travel arrangements.
• Scheduling appointments, maintaining events calendar, and sending reminders.
• Raise SNOW ticketing as and when required.
• Handling courier and by hand letters
• Handle department's leave and MCs via Workday
• Handling department (Assurance & Tax) timesheet (Comp-Time which includes staff over-time)
• Copying, scanning, and faxing documents, as well as taking notes.
• Proactively assist the P&D in various aspects for preparing facilities scheduled events and arranging refreshments.

APAC Sales Administrator Accountabilities -

• Maintain customers database, update MS-CRM systems.

• Attended customers inquiries to sales and business.

• Processing documents such as Invoices to Customer for further action.

• Ensure Contract Agreements are signed, and PO are issued.

• Prepare and issue Sales Flash.

• Proper upkeep of files and documents especially on Contract Agreements, Purchase Orders, Customers Quotation etc.

• Sales meeting arrangement and coordination.

• Consolidate sales reports from sales team for monthly report submission.

• Coordinate collections/payment from customers.

• Assist in arranging outsourced dispatch service.

• Processing with Contact & Licensing Team on the Software Activation.

• Produce reports, presentations, and briefs.

• Devise and maintain office filing system.

Personal Assistant Accountabilities -

• Provide secretarial duties to Senior Director in Meeting their day-to day responsibilities.

• Represent the Director during absence, and coordinate work with others to ensure smooth operations according to Director's Instruction.

• Monthly Director's claim submission which to be updated in Concur system for AMEX Credit Card &Travel request.

• Perform administrative functions including incoming/outgoing mails, calls typing letters, memos, reports, proper filing, and organization of documents for easy retrieval and secure manner.

• Handle travel and accommodation arrangement (e.g.: Visa application, flight & hotel reservation, etc.)

• Assistant Director on company matters. Reception Accountabilities:

• Provision of reception such as call handling and visitors reception.

• Handling & tracking of courier/shipments of goods/documents

Training Accountabilities -

• Conduct engaging and informative training sessions on products to small groups of people to crowds, highlighting the technological innovations that set them apart.

• Printing training manual, burning product CDs.

• Distribution of documents/product CDs/dongles to clients and/or Engineers.

• Educate new distributors on compensation plan, including strategies for maximizing their success.

• Develop and maintain training materials and presentations that are up-to-date with the latest product information and business strategies.

• Handling all the open training inquiries via phone call & email.

• Handling pivotal support for client.

• Assist with meals and beverages arrangement for conference/meeting/training as and when necessary.

• Attend to retailer and distributor product and sales training events to consistently increase product knowledge

Human Resources Accountabilities -

• Organize and maintain personnel records, enter new data, and update previous employee data in internal HR databases.

• Prepare various HR documents, including new hire guides, employment contracts, compensation lists.

• Assist talent acquisition teams from Singapore (HQ-Singapore), and other HR staff with activities, such as onboarding of new recruits including scheduling of inductions.

• Gather payroll data like bank accounts and working days.

• Publish and remove job ads.

• Schedule job interviews and contact candidates as needed.

• Being the first point of contact with external partners, such as insurance vendor

• Answer any employee queries about people or HR-related issues, and help them resolve them internally, if possible.

• Assistance with payroll department by providing them with up-to-date information on all employees, including sick leaves, leaves of absence, overtime hours, work schedules, and more.

• Take an active part in HR projects, such as job fairs, recruitments rounds, and more.

• Additional responsibilities as and when instructed by General Manager and Sales Manager

• Monitor and provide assistance/guidance whenever needed.

Sales Administrator Accountabilities -

• Provide full administration support related to order consolidation.

• Communicating with all Customers via Phones Calls, Emails, WhatsApp, and with Transporters for delivery schedules.

• Processing documents such as Invoices to Customer for further action.

• Transportation arrangement and for all upcoming deliveries.

• Coordinating with customers to follow up Quotations, and other relevant sales matters.

• Responding to customers enquiries & preparation of Quotations, Purchase Order, Sales Order & Delivery Order from SQL.

• Apart from carrying out day-to-day responsibility, the task includes stocks allocations and monitoring delivery status enquiries.

• Ensuring sufficient Stocks at Ipoh and Rawang factory every weekly based.

• Respond to compilation of Manager Claims submissions every month.

• Timely collection of rents displays and sales of on-site merchandise
• Updating of computer accounting records such as UOB Transactions
• Assist with the inspection of storage units, buildings, and property daily
• Lease storage units to qualified customers and unit selection guidelines
• Handle all customer inquiries or problems in a timely, courteous manner
• Handle all Walk in Customers
• Assist Manager in maintaining vendor relations and ensure company policies and procedures are enforced
• Work a varied schedule including weekends to maximize occupancy and financial objectives
• Perform the duties of the Manager in the absence of the Manager
• To organize and supervise all the administrative activities that facilitate the smooth running of an office which will include handling all incoming and outgoing calls and mails courier, filing for documents, handling of dispatch in professional
• To manage office stationery and ensure adequate supplies for the smooth running of the office.

Front Desk Coordinator Accountabilities -

• Attended incoming calls such as general enquiries, transferring calls, and complaints.

• Preparing daily reports and filing of reports and documents Administrations work as and when necessary.

• Sort out mails daily.

• Arrangement for courier services.

• Receiving Incoming mail and Couriers.

• To undertake any other assignments given by the Supervisor as and when the need arises.

• Programming Access Cards for Temporary, Contract, and Permanent Staff take turns of Supervisor's role when needed.

• Issuance of Access Card for Internal Staff, for Temporary Contractor and Staff who is from Overseas.

Document Controller Accountabilities -

• Issuance of Work Instructions for entire region for Maxis Transmission.

• Ensuring accuracy of POs with Maxis versus executed work instructions.

• Maintain document control registers / documents for incoming and outgoing project documents.

• To register internal and external documents.

• Production of status reports for weekly / monthly meeting

• Follow procedures and update document control procedures when necessary.

• Assure document quality to include completeness, accuracy, and compliance with

• Established procedures and update.

• Act as the point of contact between the manager and internal/external clients.

• Screen and direct phone calls and distribute correspondence.

• Handle requests and queries appropriately.

• Manage diary and schedule meetings and appointments.

• Make travel arrangements and claims for Project Managers

• Take dictation and minutes.

• Source office supplies.

• Devise and maintain office filing system.

• Acting as the point of contact between the manager and clients.

• Screening and directing phone calls and distributing correspondence.

• Handling requests and queries appropriately.

• Organizing meetings, attending and ensuring that manager is well geared up for meetings.

• Maintaining diaries planning's and scheduling proper appointments and meetings