Hap Seng Management Services Sdn Bhd

Administration Executive / Secretary (Corporate Head Office) – KUALA LUMPUR

Key Responsibilities: –

i) Centralized Administration / Secretary

  • Monitor office supplies, stationeries and maintenance of office equipment
  • Submit and monitor reimbursement of claims/payments for the Director
  • Receipt, opening, faxing, arranging despatch of departmental mails and filing of documents
  • Registering Directors’ training and monitoring for Annual Report
  • Circulating and monitoring of Directors’ resolutions
  • Arranging CTC documents/forms upon request
  • Plan, organize, schedule meetings and appointments of the Director as well as draft minutes-of-meetings
  • Manage Director’s travel arrangements i.e. travel visa, flight, accommodation and transportation
  • Handle driver matters and any other ad-hoc duties as may be assigned from time-to-time

ii) Statutory Compliance and Meetings

  • To assist in lodging forms, statutory returns, documents etc. with the Companies Commission of Malaysia [“CCM”] and/or Stamping Office in a timely and accurate manner; maintaining & filing statutory records, keying-in data entry and compiling standard report to Bursa Malaysia;
  • To assist in covering and prepare Directors’ meetings by photocopying, collating and binding all board and sub-committee papers; arranging despatch and monitor receipt by Directors of all board papers, announcements, etc to local Directors in a timely manner and the same to be couriered to overseas Directors; monitoring the actual attendance of Directors for all company meetings; arranging press publications and subsequent settlement of payment; and attending to all other practical arrangements in relation to Directors’ meetings such as booking of venue, Directors’ lunch, transport and accommodation, etc;
  • To assist in convening shareholders’ meetings by compiling corporate information which would be utilized for the Annual Report and Circular preparation; collating and sorting proxy forms and emailed/faxed/despatched to the respective registrars; coordinating AGM/EGM preparation such as collection of data from the companies registrars; following-up with hotel personnel on the practical arrangement e.g. Directors’ arrival; car park allocation, delivery to hotel the annual reports/circulars, Directors’ name block, etc. and assisting in any other duties as may be necessary to contribute to the smooth running of the shareholders’ meetings

iii) Compliance Corporate Information/Data

  • To assist in keying-in data to update, compile and merge all corporate information including corporate structure charts, corporate data, corporate representative data;
  • To update Directors’ listing for the Group including the associate and investment companies;
  • To maintain the Cosec system

iv) Secretarial Year-End Audit

  • To assist in processing information, etc. for external auditors such as keying-in data into standard form on disclosure of Directors; declaration of remuneration and interests and to monitor the dispatch and return of the same from the Directors for onward transmission to the external auditors;
  • Compilation of Certificate of Completeness of companies’ activities/resolutions for the financial year

Key Requirements: –

  • Applicants must have Diploma or Degree in related field from recognized university
  • Minimum 5 years of working experience in secretarial job functions
  • Applicants must have high degree of integrity and accuracy
  • Excellent communication skills with good command of English (speaking & writing)
  • Proficient in Microsoft Office i.e. Words, Excel and PowerPoint
  • Independent, mature, possess sense of initiative, highly responsible and disciplined person
  • Able to work under pressure, tactful and poised in demanding environment
  • Possess pleasant personality and good interpersonal skills
  • Excellent in planning and time management, able to multitasking and meticulous
  • Able to work in a team as well as independently
  • Candidate who is able to start immediately will be an added advantage
  • Full-time position is available to be based at Menara Hap Seng, Jalan P. Ramlee, KL

Working Hours:

Monday – Thursday : 9.00 am – 6.00 pm

Friday : 9.00 am – 5.30 pm

Saturday (Alternate) : 9.00 am -12.30 pm


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