OFS Malaysia

MODEC is looking for Engineering Secretary to provide secretarial and administrative support to the Engineering Head of Department (HOD) and all engineering departments, ensuring the smooth execution of departmental functions and overall engineering operations.

Qualifications

• Candidate must possess minimum SPM “O” Level or Diploma in Office Management, Corporate Administration, Secretarial Studies, or a related field.
• Having any of the following professional qualifications or licenses would be advantageous:
 ICSA (Institute of Chartered Secretaries and Administrators)
 MAICSA (Malaysian Institute of Chartered Secretaries and Administrators)
 SSM (Suruhanjaya Syarikat Malaysia or Companies Commission of Malaysia)
 MACS (Malaysian Association of Company Secretaries).
• Minimum 5 years of progressive project secretary experience in similar industry.
• Familiar with Company’s operational model, policies and procedures, organization structure and relationships among various departments.
• Must have an excellent command of spoken and written English, Bahasa Melayu.
• Demonstrates a good attitude and ownership of tasks.
• Familiar with MS Office. MS Excel. MS PowerPoint, MS Team.
• Candidates should have the rights to work in Malaysia.

Accountabilities

  • Provide daily secretarial and administrative support to the Engineering Department.
  • Coordinate and provide logistical support for engineering meetings, including recording minutes and following up on outstanding items with relevant parties. Arrange meetings, prepare, and book rooms for the Engineering Department.
    Assist in the arrangement of team-building activities for the Engineering Department.
  • Coordinates mobilization/demobilization of engineering personnel with HR
    Manage visa, ticketing, and accommodation arrangements with the travel admin team for business trips. Organize business travels and accommodations for conference meetings and overseas training for the Engineering Department.
  • Prepare new Hire Request Process for new hires, assignees, and agency staff.
  • Support all administrative matters, liaising with Project Teams, Information Technology, and Business Partner/Human Resources to ensure smooth onboarding processes for new staff.
    Contact IT for laptop or required IT access for new staff.
  • Welcome new hires on their first day, providing guidance and briefing them on the Engineering Department.
  • Compile and provide updated key office information (e.g., organizational charts, personnel movements) to relevant stakeholders for reporting and processing purposes.
  • Other duties include maintenance of documentation and support for Engineering Corporate Software and Stationery purchase