Operations Assistant (Executive Secretary)

Job Purpose:

To provide functional & administrative support to Operations department, specifically but not limited to A/MM to ensure that all administrative requirements are met and properly organized.

Qualifications:

• College Graduate, 4-year course
• Experience in Customer Service
• Communication Skills, Computer Skills,
• Amenable to flexible schedule

ADMINISTRATIVE TASKS

• Handles the calls, schedule, letters/memos, reports assigned by the Regional Manager.

• Monitoring of meeting schedules such as Affiliates Meeting, Lease-Ops, Steercom, Staff & other Table Top meetings.

• Preparation and monitoring of submission of OPC reports, Monthly Utilities report, Sales report, Work Schedule, etc.

• Administrative support to annual commercial area events such as 3-Day Sale, Security Audit, BDOI Risk Audit, Budget Season, Christmas Launch, CSR Events, etc.

BUSINESS COMMUNICATION

• Responsible for the preparation of notice and minutes of the meeting, both affiliates and staff; approval notices to tenants on sales promos and final clearance to operate.

• Ensures accuracy and correctness of memos and any other forms of communication assigned by the Assistant/Cluster Manager.

CUSTOMER SERVICE

• Promptly answers telephone calls for the Assistant/Cluster Manager, screen inquiries and relay the same to concerned department in the commercial area.

• Responsible for the coordination and communication of mall activities or events with the relevant departments, affiliates and other external business partners in the commercial area.

COMPLIANCE & DOCUMENTATION

• Ensures timely and proper filing of financial reports such as B.I., Sales Reports, Rental Income Report, Financial Review Report, etc.

• Strict monitoring of routed documents for approval of relevant heads; and share point approvals submitted to the Assistant/Cluster Manager.

• Responsible for all the incoming and outgoing documents of the Assistant/Cluster Manager.

• Responsible for the reservations of the conference room and ensure its cleanliness and orderliness.

• Acts as reliever in the absence of Operations Assistant and Customer Service Assistant.