Secretary

PTTEP Services Limited

Key Accountabilities

•    Manage in-coming and out-going documents for management approval.
•    Handle documents sending to external parties e,g, General Comptroller Department, State Audit Office, Department of Mineral Fuel.
•    Screen, prioritize, categorize, register and update documents before distributing to responsible persons.
•    Ensure the availability of those documents when required by establishing and maintaining good document management in a proper retrievable system so that appropriate actions are taken within due time 
•    Prepare a variety of official document/material i.e. memos, letter, faxes, and reports; as well as proof read and obtain appropriate signature before distributing to concerned functions including adjust format of document as per company standard
•    Collect and extract information and supporting data for meetings, presentations, and reports 
•    Coordinate and arrange air ticket, hotel reservation, and transportation for VP and staffs. Arrange trips, facilitate conference and seminar as assigned
•    Prepare and process purchase/service orders and mission orders, material requisition, expense claims as per Company procedures
•    Ensure availability of stationery, consumable items, office supplies, equipment and furniture at all time
•    Screen telephone call, answer routine questions, take message and may refer caller to alternative source during VP’s absence. Provide Company’s information as requested from outsiders on a case by case basis.
•    Handle sensitive/ confidential matters in discreet and tactful manner, ensuring that matters that require immediate attention are properly referred and/ or handled by responsible person within due time.
•    Arrange meetings / appointments among staff and/ or with related as assigned
•    Facilitate training and recreation session e.g. arrange meeting venue (inside & outside PTTEP), snack preparation, recreation activities
•    Maintain and update Department’s documents and contact lists
•    Provide technical assistance to staff as assigned.
•    Monitor department expenditure against the budget and inform VP of potential overspending items.
 

Job End Results

  • Accuracy, reliability and timeliness of the Department’s work program and budget proposal
  • Accuracy, integrity and neatness of business documents
  • Secretarial and administrative services
  • Technical assistance services
  • Effective and efficient work processes and procedures
  • Up-to-date database and smooth document management system with accuracy
  • Good cooperation and strong relationship with internal and external parties contributing to good working environment and the positive image of the Company

Professional Knowledge & Experiences

  • Bachelor’s Degree in any related field.
  • Minimum 1-2 year experiences in secretarial/ technical/administration assistant
  • Good knowledge of Company cost accounting, contracting and financial controls
  • Computer skills on standard software, Power Point and Presentation
  • Good command of written and spoken English.

Additional Desirable Qualifications

Communication and interpersonal skill.

Work Location

Bangkok - Resident