Secretary

COMPETENCY NEEDED

• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Attention to detail in documents, schedules, meeting minutes, and administrative tasks
• Ability to manage schedules, set priorities, and complete multiple tasks within deadlines.
• Ability to communicate verbally and in writing in a polite, clear, and professional manner with supervisors, coworkers, and external parties.
• Ability to manage business travel (tickets, hotels, itineraries)
• Ability to communicate actively in English (business English level)

Responsibility

• 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.
• Book hotels according to the user’s itinerary, ensuring the accuracy of the check-in date, hotel location, and length of stay.
• 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.
• Managing the administrative process for new apartment leases and lease renewals, including document collection, coordination with relevant parties, and fulfillment of all administrative requirements.
• 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.
• Manage the administration of the Japanese Expat Golf Membership, including registration, renewal, membership handover, monitoring of validity periods, and billing of annual membership fees.
• 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.
• Manage office administration, including correspondence, documents, and filing, both manually and digitally.

Requirement

• Minimum education requirement: Diploma (D3) in Office Administration, Secretarial Studies, or a related discipline.
• At least 1 year of relevant working experience as a Secretary or Personal Assistant.