Maisarah Mohamed Shah
Business Support Administrator
Singapore
Summary
With 10 years of administrative support experience, have established a track record of supporting multi-national executives at all levels across a variety of industries. Proficient in strong multitasking and interpersonal communication skills.
With strong organizational skills and a keen sense of detail, an independent secretary who has a strong ability to streamline processes, maximize efficiency, and foster professional growth and relationships within the organizations.
Overview
3
3
Languages
6
6
years of post-secondary education
11
11
years of professional experience
Work History
Business Support Administrator
Vopak Terminals Singapore
10.2022 - Current
- Perform secretarial duties, such as managing expenses report and calendar arrangements, and high-level administrative support to Director of Operations, as well as provide assistance to other assigned leadership team.
- Monitor, track and update monthly terminal performance reports to Director of Operations and external stakeholders.
- Manage, coordinate, and prepare presentation materials for executive management and other stakeholders.
- Prepare and distribute agendas and meeting materials.
- Attend meetings to compile, transcribe and distribute detailed minutes.
- Handle logistics, catering and travel arrangements for meeting and event planning for Director of Operations and Terminal Manager.
Terminal Secretary
Vopak Terminals Singapore
01.2018 - 10.2022
- Created professional presentations for manager's meetings and townhalls.
- Responsible for inventory and replenishment of office printing material, stationery, refreshment and sundries.
- Timely disseminate all directive memo, notices, group corporate affair and company worldwide information.
- Assisted in raising Internal Requisition and clerical support as and when required.
- Coordinated ferry bookings for visitors / inter-terminal staffs.
- Prepared and distributed team-based communications to foster collaboration and enhance team morale.
Administrative Support
Vopak Terminals Singapore
05.2017 - 02.2018
- Performed administrative support to all 4 terminals in Singapore for Assure Audit preparation (Penjuru, Banyan, Sakra & Sebarok)
- Supported safety department to check and verify personal medical reports for all employees to be submitted to MOM.
- Checked, verified and filed legal compliance document.
- Supported maintenance, operation and safety departments to modify, update and upload into system for audit preparation.
- Checked, updated, closed and created new company Management Of Change.
- Managed maintenance procedure file in system and library.
Receptionist Cum Administrator
Servcorp
08.2016 - 04.2017
- Directed sales enquiries to designated Manager, promptly and professionally.
- WorkSmart Console set ups for enquiries and welcoming enquiries.
- Professionally managed over 50 incoming calls per day.
- Monitored boardroom, meeting room, day suite, overhead projector, videoconferencing and office bookings via OTIIS.
- Organized couriers and disseminate to right party.
- Liaised with Building Management in attending to air conditioning, lights and cleaning issues.
Secretary
Thompson Legal LLC
04.2016 - 08.2016
- Organized and filed documents for court proceedings on behalf of attorney.
- Arranged for delivery of legal correspondence to clients, witnesses and court officials.
- Organized envelopes, postage and mail correspondence for staff and management, maintained postage meter and coordinated with delivery and courier services.
- Conducted daily accounting on all finances, deposits and safe on quickbooks (Client's accounts and own expenses).
- Created, indexed and maintained client binders.
- Handled Writs and sent confidential documents to court.
Accounts Assistant - Finance
Keppel Shipyard Limited
06.2013 - 04.2016
- Processed weekly Giro for suppliers, contractor's payment, employees salary, petty cash (AP).
- Performed monthly creditor reconciliation, maintained clean and organized files by keeping accounts payable records up-to-date.
- Deposited accounts receivable cheques and issued cheques to suppliers/contractors/employees.
- Printed ISRP (Summons) and input in system for deductions and updates.
- Generated month-end AP reports after closing and payment voucher for mid and end month salary.
- Prepared and mailed invoices to customers, processed payments and documented account updates.
Administrative Staff - Time Office & HR
Keppel Shipyard Limited
04.2013 - 06.2013
- Input Labour Hour Allocation for employees on JDE Enterprises (Time Office).
- Performed data entry and upkeep for filling (HR).
- Tracked various statistics and kept detailed records to support human resources department.
- Created and completed personnel action forms for all hires, terminations, title changes and terminations.
Administrative Staff - Contracting
Keppel Shipyard Limited
02.2013 - 04.2013
- Raised SCR and handled summons
- Sorted invoices for signatories to Project Managers
- Sent out invoices to Finance Department for payments
- Checked and updated invoice status in timely manner
Administrative Staff - Commercial
Keppel Shipyard Limited
01.2013 - 02.2013
- Assisted colleagues to print invoices.
- Prepared mails, typed out names/address to index before mailing out.
- Sorted SCR and distributed to relevant personnel.
Education
Diploma - Commerce General Studies
Kaplan Higher Education Institute
Singapore 01.2014 - 01.2016
Service Skills Office
ITE College West
Singapore 01.2012 - 01.2013
GCE N-Level -
Northbrooks Secondary School
Singapore 01.2008 - 01.2011
Skills
Verbal and written communication
Organization and Time management
Teamwork
Google applications
JDE EnterpriseOracle Cloud
Microsoft Office
EnablonWorkSmart Console
Affiliations
Vopak Terminals Singapore
- Inclusion & Diversity Committee (2021 - Current)
- SHE day committee (2021)
- Oracle Cloud Change Agent (2020)
- Dragonboat Competition (2018)
Keppel Shipyard Limited
- Netball & Basketball Competition (2014)
- Dragonboat Competition (2015)
ITE College West
- Acoustic Band - Vocalist (2012)
- Percussion (2012)
Northbrooks Secondary School
- Girl Guides (2008-2011)
- Class Chairperson (2011)
- Student Prefect (2011)
- Class Vice-Chairperson (2010)
Quote
Every problem is a gift—without problems we would not grow.
Tony Robbins
Timeline
Business Support Administrator
Vopak Terminals Singapore
10.2022 - Current
Terminal Secretary
Vopak Terminals Singapore
01.2018 - 10.2022
Administrative Support
Vopak Terminals Singapore
05.2017 - 02.2018
Receptionist Cum Administrator
Servcorp
08.2016 - 04.2017
Secretary
Thompson Legal LLC
04.2016 - 08.2016
Diploma - Commerce General Studies
Kaplan Higher Education Institute
01.2014 - 01.2016
Accounts Assistant - Finance
Keppel Shipyard Limited
06.2013 - 04.2016
Administrative Staff - Time Office & HR
Keppel Shipyard Limited
04.2013 - 06.2013
Administrative Staff - Contracting
Keppel Shipyard Limited
02.2013 - 04.2013
Administrative Staff - Commercial
Keppel Shipyard Limited
01.2013 - 02.2013
Service Skills Office
ITE College West
01.2012 - 01.2013
GCE N-Level -
Northbrooks Secondary School
01.2008 - 01.2011
Awards
Vopak Terminals Singapore
- STAR Award 2021 Individual Category Award for demonstrating behavior of guardian of vital products, storing, loading and unloading with care for people and environment.
- Long Service Award (5 years)