Office Admin

1. Job Purpose

To manage the safekeeping, monitoring, and proper maintenance of all insurance policies and related documents for the Group of Companies, including construction and property development companies, while providing general administrative support to ensure smooth daily office operations.

2. Key Responsibilities

A. Insurance Policy Management (Main Responsibility)

1. Maintain and safeguard all types of insurance policies and related documents for the Group of Companies, including construction, property development, and other business operations.
2. Keep an updated insurance register covering policy types, policy numbers, insured companies, coverage periods, premium amounts, and renewal dates.
3. Monitor policy expiry dates and arrange timely renewals with insurance agents, brokers, or insurance companies.
4. Ensure all insurance policies, certificates, endorsements, premium receipts, and related documents are properly filed and readily accessible.
5. Follow up on insurance quotations, renewals, premium payments, and outstanding documents with the relevant departments and insurance providers.
6. Coordinate with the relevant departments to collect information and documents required for new insurance applications, renewals, and amendments.
7. Assist in handling insurance claims by collecting supporting documents, submitting required information, and following up on claim status.
8. Ensure insurance records are properly maintained in both hard-copy and electronic formats, with appropriate confidentiality and safekeeping.
9. Remind the relevant departments and Management of upcoming renewals, expired policies, outstanding premiums, and other insurance-related matters.
10. Perform other insurance-related administrative duties as assigned.

B. General Administrative Duties

1. Perform general office administrative duties, including filing, photocopying, scanning, printing, and document preparation.
2. Maintain proper records of company documents, correspondence, agreements, and other administrative files.
3. Assist in receiving, sorting, and distributing incoming and outgoing mail, letters, and documents.
4. Assist in preparing letters, memos, reports, forms, and other administrative documents when required.
5. Maintain office supplies and stationery records and arrange replenishment when necessary.
6. Coordinate with other departments and sister companies on administrative matters.
7. Ensure documents and records are properly organized, updated, and readily available when required.
8. Carry out other administrative duties as assigned by the superior or Management.

3. Requirements

1. Minimum SPM / equivalent qualification; a certificate or diploma in Business Administration is an advantage.
2. Prior working experience in managing and safekeeping insurance policies is highly preferred, particularly for construction and property development companies.
3. Familiarity with various types of insurance policies, policy renewals, insurance documentation, and claims follow-up will be an advantage.
4. Proficient in Microsoft Office, particularly Microsoft Excel and Word.
5. Good filing, documentation, and record-keeping skills.
6. Meticulous, organized, responsible, and able to monitor policy expiry dates and renewal deadlines.
7. Able to communicate and coordinate effectively with insurance agents, brokers, internal departments, and other relevant parties.
8. Able to work independently and handle confidential company documents responsibly.

4. Key Competencies

• Strong attention to detail and accuracy.
• Good document control and filing skills.
• Responsible for the proper safekeeping of important company records.
• Good time management and follow-up skills.
• Trustworthy, systematic, and well-organized.
• Able to manage multiple tasks and meet deadlines.