Zakiah Zakaria

- Led and managed daily business operations for a company specializing in foreign worker management, immigration documentation and manpower services.
- Handled end-to-end foreign worker applications including work permits, visa renewals, immigration documentation and compliance matters.
- Liaised directly with Immigration Department, Ministry of Human Resources and related statutory bodies for approvals and documentation.
- Managed client relationships and advised on immigration procedures, permit requirements and renewal timelines.
- Monitored permits, passports and visa validity to ensure timely renewals and compliance.
- Prepared quotations, invoices, service agreements and monitored receivables/payments.
- Managed budgeting, company cash flow and operational expenses.
- Supervised and coordinated 2 administrative staff on daily operations and submission timelines.

⦁ Receive, sort and record all incoming mail, fax and emails and sending outgoing post.
⦁ Provide secretarial support such as preparing correspondence and reports.
⦁ Provide efficient and effective administrative support, secretarial and clerical services.
⦁ Support General Manager with daily clerical tasks
⦁ Taking calls, screening all incoming calls and handle caller’s inquiries whenever possible. Re-direct calls as appropriate and take adequate messages when required
⦁ Develop and maintain a filing system (Soft copy & Hard Copy)
⦁ Create spreadsheets
⦁ Prepare & Submit Monthly Management Report
⦁ Following Up and Report on Action Plans & compiles from relevant departments
⦁ To ensure of Requisition of PO/Payment/HR matters/ claims is record by scan/copy,
⦁ To record all signing documents & obtain approval for GED/GMD into Document Control Book & Send/Received documents book.
⦁ Follow-up payment for relevant parties
⦁ Laising with staff in other departments for Action Plan/Payments
⦁ Plan meetings and take detailed minutes
⦁ Ensuring Minute of Meeting distributed on timely manner
⦁ Schedule appointments and update calendar
⦁ Make travel arrangements and reservations for General Manager
⦁ Greet and provide general support to visitors

⦁ Provides confidential secretarial and administrative support for the principal executive or executives, to include managing the schedule/calendar, making travel arrangements, training programs, screening and handling telephonecommunications, greeting and directing visitors, and dealing wih administrative problems and inquiries as appropriate.
⦁ Serves as a primary point of direct administrative contact and liaison with other offices, individuals, and external institutions and agencies on a range of specified issues; organizes and facilitates meetings, conferences, and other special events, as required.
⦁ Composes and prepares written documentation and correspondence for the office; screens and evaluates incoming and outgoing correspondence and prepares responses as appropriate.
⦁ Coordinates and oversees the day-to-day management of supplies, equipment, and facilities for the organization, as appropriate, to include maintenance, inventory management, logistics, security, and related activities.
⦁ Performs miscellaneous job-related duties as assigned

⦁ Reading, monitoring and responding to the principal's email
⦁ Writing reports, executive summaries and newsletters
⦁ Preparing presentations
⦁ Preparing papers for meetings
⦁ Managing and reviewing filing and office systems
⦁ Booking meetings
⦁ Organising travel and preparing complex travel itineraries
⦁ Writing minutes
⦁ Taking dictation
⦁ Answering calls and handling queries
⦁ Preparing correspondence on the principal's behalf
⦁ Commissioning work on the principal's behalf
⦁ Liaising with staff, clients, etc.
⦁ Managing the principal's electronic diary
⦁ Attending events/meetings as the principal's representative
⦁ Conducting research on the internet
⦁ Planning, organising and managing events
⦁ Managing a budget
⦁ Monitor payroll expenditures & statutory payment
⦁ Allocation of Income & Control of Funds
⦁ Corporate Taxation
⦁ Checking customer's credit ratings with banks
⦁ Deciding whether or not to offer the credit
⦁ Setting up the terms and conditions of the loan
⦁ Typing documents
⦁ Sourcing and ordering stationery and office equipment
⦁ Managing an Assistant.

⦁ Preparing payment to Vendors/Suppliers (Acc Payable)
⦁ Weekly cashflow monitoring (To update acc bal etc)
⦁ Monitor payroll expenditures & statutory payment
⦁ Allocation of Income & Control of Funds
⦁ Corporate Taxation
⦁ Checking customer's credit ratings with banks
⦁ Deciding whether or not to offer the credit
⦁ Setting up the terms and conditions of the loan
⦁ Dealing with internal queries about payments.
⦁ Negotiating re-payment plans

• Worked closely with HR department for recruitment activities, streamlined hiring process.
• Coordinated daily schedules for MD with meticulous attention to detail.
• Filed documents systematically which increased ease of access when needed.
• Managed invoice processing tasks accurately and efficiently.
• Managed correspondence, reduced response time by ensuring timely replies.
• Prepared reports and presentations for board meetings, streamlined decision-making process.
• Provided personal assistance to MD whilst travelling overseas on business trips.
• Scheduled appointments and conference calls coordinated seamlessly across different time zones.
• Resolved administrative issues promptly, minimised downtime in operations.
• Updated company database regularly to maintain accurate records.
• Liaised with clients and stakeholders for effective relationship management.
• Coordinated company events that strengthened employee morale and engagement.
• Handled purchasing tasks for office supplies, optimised resource utilisation.
• Took minutes during meetings with accuracy and precision, facilitated follow-up actions efficiently.
• Streamlined administrative processes to improve office efficiency.
• Facilitated training sessions for new hires, enhanced onboarding experience.
• Maintained confidentiality of documents, ensured secure handling of sensitive information.
• Received requests for meetings and appointments, updated calendar and organised spaces and materials.

⦁ Ensure client's inquiries, complaints & feedbacks were attended promptly.
⦁ Carry out meeting with project's team for project issues.
⦁ Leading tender preparation.
⦁ Nett Profit calculation for every single project before commit to the project.
⦁ Drawing verification, bq & specification preparation,
⦁ To issue purchase order & ensure purchasing process is accurate to ba & specification,
⦁ Monitor delivery & Installation at site and to ensure everything is in order.
⦁ To prepare project handover form once the project completed.
⦁ To prepare billing processing documentation,
⦁ Preparing monthly sales report

• Managed front desk duties to ensure smooth operation of reception area.
• Handled sensitive information discreetly maintaining high level confidentiality at all times.
• Contributed to team effort by accomplishing related results as needed.
• Facilitated internal communication.
• Performed bookkeeping tasks, including invoicing and expense tracking.