Secretary (Contract)

COMPETENCY NEEDED

1. Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook)

2. Attention to detail in documents, schedules, meeting minutes, and administrative tasks

3. Ability to manage schedules, set priorities, and complete multiple tasks within deadlines.

4. Ability to communicate verbally and in writing in a polite, clear, and professional manner with supervisors, coworkers, and external parties.

5. Ability to manage business travel (tickets, hotels, itineraries)

6. Ability to communicate actively in English (business English level)

1. Book domestic and international transportation tickets, including flights, trains, and the Whoosh High-Speed Train, and ensure that all booking details (name, date, route, and schedule) are accurate.

2. Book hotels according to the user’s itinerary, ensuring the accuracy of the check-in date, hotel location, and length of stay.

3. Handling claims and reimbursement processes through the company’s system in accordance with established procedures and document requirements, and ensuring reimbursement funds are properly received by the applicant.

4. Managing the administrative process for new apartment leases and lease renewals, including document collection, coordination with relevant parties, and fulfillment of all administrative requirements.

5. Handle the administrative processes for the arrival (transfer in) and departure (transfer out) of Japanese expatriates, including coordination with internal and external parties and ensuring documents are complete and accurate.

6. Manage the administration of the Japanese Expat Golf Membership, including registration, renewal, membership handover, monitoring of validity periods, and billing of annual membership fees.

7. Actively coordinate with internal and external parties (travel agents, hotels, apartments, vendors, and other relevant parties) to ensure all processes run smoothly and on time.

8. Manage office administration, including correspondence, documents, and filing, both manually and digitally.

1. Minimum education requirement: Diploma (D3) in Office Administration, Secretarial Studies, or a related discipline.

2. At least 1 year of relevant working experience as a Secretary or Personal Assistant.