STEPHANIE CHUNG MUI KIM

Responsibilites

• Provide top-notch administrative and personal support to the MD
• Keep office organized and running like clockwork
• Support the account, production, servicing and creative team on day-to-day task
• Managed and tracked company expenses, staff attendance, annual leave, hiring and onboarding.
• Ensured that office supplies were adequately stocked at all times.
• Organized and maintained digital and physical filing systems for easy access and retrieval of documents.
• Managed multiple tasks simultaneously while maintaining professionalism under pressure.
• Help coordinate and execute epic events

Responsibilities

• Coordinated and scheduled the Managing Director's appointments, meetings, and travel arrangements (including air tickets, visas, passports, transportation, and accommodation) efficiently and cost-effectively.
• Collaborated with the driver to ensure the Managing Director's appointments and tasks were executed seamlessly.
• Produced and maintained records for potential projects, including letters, agreements (JVA, MOU, NDA, etc.), memos, miscellaneous documents, and minutes of meetings, ensuring timely completion with minimal corrections.
• Handled incoming calls and online inquiries tactfully and courteously, organized filing and stationeries, and ensured the Managing Director's devices (laptop, mobile, car, etc.) were up-to-date and well-maintained.
• Logged and processed bills, receipts, and expenses for the Managing Director's monthly claims promptly, ensuring reimbursement. Followed up on the approval of claims for Executive Directors and General Managers with the payroll department.
• Managed staff e-leave approvals and corporate online banking transactions on behalf of the Managing Director as required.
• Discreetly handled personal matters for the Managing Director such as assets and property management and maintenance, banking and finance management and other ad-hoc support as needed.
• Providing general office support for divisional meetings, coordination, agenda setup, notices, conference preparation, minutes recording, new projects assignment, office organization, and document sorting and retrieval in collaboration with the project document controller and ISO department.
• Assisting Executive Directors and Project Directors with day-to-day tasks and office support duties as required.
• Acted as the first point of contact and liaison within inter-departmental employees during the Managing Director's absence, ensuring accurate and courteous message transmission.

Engagement / Participation

1) Supporting from HQ to operation and site team for projects such as RAPID Earthwork, TRX Tunnel, Landscape & Bridge, MRT Line 1 and Line 2, RTS Link (Station & Depot)

2) Supporting the MD in setting up HSET Department and QS / Contract / Commercial Department in the division

Responsibilities

• Managing the Principal's electronic diary.
• Monitor and respond to the principal's correspondences (emails, invitations, letters, etc.).
• Assisting the Principal in leasing or selling personal assets, monitor rental collections, and liaise with third parties or the public regarding asset-related queries.
• Answer calls and handle queries for the principal.
• Prepare correspondences on the principal's behalf.
• Commissioning work on the principal's behalf.
• Liaise with staff, clients, consultants, contractors, etc., in the principal's absence.
• Schedule meetings, planning, organizing and managing events (ie. PAM Awards, ArchiDex, Green Building Index, PAM President Night, Annual Dinner & etc).
• Planned, organized, and booked travel itineraries for the principal and employee.
• Prepared meeting agendas, minutes, and reports for the principal's review.
• Attended events and meetings as the principal's representative.
• Prepared presentations for conferences, awards and competition submissions.
• Sourced and ordered stationery and arrangement office equipment.
• Proofread letters, drawings, and other related documents requiring the principal's signature before handover for signing.
• Processed all new hires and termination in the principal's office.

Engagement / Participation

PAM awards, ArchiDex, DATUM KL, Green Building Index, International Green Building Conference (IGBC), PAM President Night, Annual Dinner

Responsibilities

• To provide secretarial duties to Chief Executive Officer (CEO), Chief Operating Officer (COO) and Director of Operation (DOO).
• Monitoring incoming and outgoing emails from group email account, CEO's email and DOO's email.
• Circulate various correspondences, emails, notes memos, articles, drawings, etc to management.
• Attending and monitoring PAM / LAM related matters to CEO.
• In attendance to Head of Departments meetings (internal) - minutes, coordinating, etc.
• Scheduling appointments, booking of flights and hotel reservations for management and employee.
• Compile and ensure all correspondences, drawings, certificates, employee's leave, claims and expenses, memos, etc, are duly signed from directors and return to the respective party / individual.
• Monitoring stock and stationeries, paper products and printer cartridges and replenish order.
• Attending to Director's and the Principal's architect ad-hoc enquiries.

Responsibilities

• To provide assistance to senior engineer and site personnel in daily office administration function and on-site clerk of work.
• To assist in collection of relevant data for preparation of feasibility study during pre-development stage.
• To check and ensure drawings and specifications produced as required during submission stage.
• To coordinate tender exercise in which ensuring the drawings and proper documentation are according to terms and conditions of contract.
• To monitor the issuance of Certificate of Stage Completion by professional architect.
• To assist in preparation of Progress Report including updating of regular authorities' approval checklist.
• To create and maintain a proper filing system for easy retrieval.
• To monitor the smooth operation of the project development.
• To undertake any ad-hoc assignment of project department from time to time.
• Mentari Group of Companies is a mixed property development organization with a track record of providing its customers with quality products at affordable / competitive prices. With over 10 associate / subsidiary companies since its inception in 1994, the Group has weathered 2 recessions and global economic unrest but is still going strong.

Responsibilities

• To assist the President or the Director in the day-to-day operations of general secretarial and office administration functions.
• Preparing letter, faxes, memo, minutes, marketing brochures/ reports etc.
• To handle the operation of the office tools, equipment and machinery to be in good and ready-to-use condition all the time such as phones, fax machine, printer, photocopy, typewriter, scanner etc.
• Managing the Director schedule and plan for appointments, conferences, travel and hotel reservations etc.
• Handling the Director's personal matters such as banking matters, payment, claim and other duties which required from time to time.
• Liaise with all staffs where work requirement is concerned for information to finish a job.
• To assist other staff when need arises.
• Undertake any other assignment and duties as and when required by the Director.
• Handling all marketing activities including advertisement and business signboard planning.