Ming Fung Claire Koh
Executive Assistant / Personal Assistant
Summary
Dedicated Personal Assistant with excellent experience in industry. Maintains professional appearance and demeanor and expertly completes assigned tasks with focus on quality. Dependable and quick-learning team player with effective communication and organization skills.
Overview
31
31
years of professional experience
Work History
Personal Assistant
Marc-Plan Pte Ltd
7 2023 - Current
- Being the point of contact for Managing Director
- Make payment for company vehicles
- Organise Boss calendar and events for him
- Book appointment for boss and Manager
- Answer calls and routing them to the right person
- Take meeting minutes
- Types purchase order for company
- Updates company documents for Procurement Department and ISO audit
- Source for materials
- Order stationeries, pantry supplies and other items for company
- Meet suppliers and organisers for events
- Make travel arrangement for the staff
- Planning and scheduling meetings
- Compiling expense reports
- Keeping confidential information
- Issue PO according to PR
- Expense claim for Managing Director and Procurement Manager
- Prepares Budgets
- Plan and Organise company event.
Admin / HR Executive
Veolia E S Singapore Industrial Pte Ltd
11.2022 - 06.2023
- Manage Front Office including front desk, meeting rooms and preparation, attend to walk-in visitors and their requests and all enquiries via email /phone calls
- Manage stocks and ordering of all office and general supplies
- Manage general services rendered to the Admin Building such as Rentokil, SP group, Fruits delivery, Vending Machine (Gen office/routine maintenance)
- Enrol new hires in Biometric sign in machines, print and issue Company access card
- Manage and coordinate facilities related matter such as quotations, coordination for repairs or upgrade with internal department such in maintenance or suppliers for Office block
- Internal and external mailing/courier management efficiently and fast
- E-filing of facilities and Admin documents
- Recruitment - Assist walk in candidates or interviewee
- Follow the hospitality protocol for potential customers
- Managed the workers uniform laundry process
- Assist in HR administration work
- Any other errands requested by Management
- Manage the cleaners, ensures that they keep the premises clean and confirm full attendance of cleaners
- Onboarding and Offboarding of staff
- Prepares employment letter of staff
- Work pass / Employment Pass / S Pass Renewal and application
- Issue PR and PO to suppliers in Navision
- Source for vendors
- Handles all procedures of recruitment
- Notify maintenance staff on faulty facilities
- Source for supplier, compare and engaged suitable supplier before contract renewal.
Secretary/Personal Assistant
ABL Group
07.2012 - 11.2022
- Being the point of contact for Deputy MD
- Plan and Book Flights and Hotels for all staff
- Manage calendars, travel arrangements and expenses of Deputy MD
- Arrange and book Health Screening and offshore BOSIET courses
- Event planning and arrangement
- Checking and application of Visas
- Prepares and submit Tenders and bids
- Filing and sending of bids
- Handles some personal errands for boss
- Organise and coordinate office events
- Arrange meeting schedule, prepare meetings and video conference
- Prepares correspondence, reports and presentation
- Arrange courier for document
- Attend to guest/Clients
- Take minutes of meetings and distribute to individuals
- Ordering of PPE Equipment, Pantries items, Stationeries etc
- Answers and screen calls for boss
- Handles expense claim of Deputy MD and team members
- Mentor new staff and guide other admin staff on their work
- Collate monthly report for monthly meeting between branch and main offices.
Secretary
Midland Metals Pte Ltd
02.2000 - 05.2022
- Attend to guest / clients
- Types faxes, emails, correspondence invoices, LC, tenders and filing.
Secretary
Kwong Cheong Thye Pte Ltd
09.2010 - 06.2012
- Check emails and reply emails for boss
- Issue cheques and make payment for boss’s bills
- Screen & answer phone calls for director
- Process some personal errands
- Take meeting minutes and distribute minutes to staff concerns
- Applying of work permit, employment pass of factory staff (Quota & MOM matters etc.) and handles appeal
- Maintain and manage leaves of staff
- Update staff details and records of staff
- Interview and recruits factory staff
- Handles Insurance renewal and claims of Staff
- Handles Government Subsidy Reimbursement.
Secretary to Director
AWP Pte Ltd
11.2006 - 08.2010
- Check emails and reply emails for boss
- Prepare Progress Payment Cert/Interim Cert
- Schedule Flights and arrange Hotel Accommodation
- Take dictation and types emails, letters, certificates
- Filing
- Arrange appointments
- Screened & answer phone calls for director
- Process some personal errands
- Translating of Chinese documents to English
- Typing Progress certificate and get payment from Clients
- Handles projects emails.
Secretary to Surveys Department and Personal Assistant of Operations Director
Falconer Bryan & Associates Pte Ltd
07.2002 - 10.2006
- Screen phone calls
- Take messages for Operations Director
- Types reports, emails, bids and all correspondences
- Format Company Documents
- Schedule and arrange flights and hotels accommodation
- Apply visas, order office supplies, leave management of staff and filing
- Format documents for office storage.
Junior Secretary
Falconer Bryan & Associates Pte Ltd
05.1995 - 02.2000
- Answering phone calls
- Amend and types reports
- Draft formats, and all correspondences, book flights and hotels and filing.
Clerk
Chin Ding Enterprise Pte Ltd
12.1994 - 05.1995
- Answering phone calls, types LC, invoices and do basic accounting
- Make CPF contribution for staff issue pay cheques to staff.
Part-Time Sales Assistant
Paris Bijoux Mfg (S) Pte Ltd
01.1994 - 12.1994
- Promote costume jewellery and replenish the jewellery.
Education
Secretarial Specialist Training Centre
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Geylang Methodist Secondary School
Skills
Fast Typing Speed (60 words/pm)
Proficient in Microsoft Office – Word, Excel, PowerPoint and Outlook
Calendar Management
Client Relations
Strong Communication Skills
Time Management
Event Planning
Administrative Support
Microsoft Office proficiency
Multitasking and Organization
Personal Correspondence
Report Writing
Call Screening
Travel Coordination
Team collaboration abilities
Database entry
Expense Management
Strong Work Ethic
Project Coordination
Dedicated Team Player
Professional and mature
Strong Problem Solver
Business Writing
Discretion and Confidentiality
Detail-oriented mindset
Meeting Coordination Experience
Advanced multitasking abilities
Schedule Management
Fluent in English, Mandarin & Cantonese
Meeting planning
Flexible Schedule
Time management expertise
Appointment Scheduling
Calendar Management Proficiency
Errands
Advanced computer skills
Attention to Detail
Filing and data archiving
File and database management
Organizing and Preparing Meetings
Scheduling
Commitment to quality and service
Travel Arrangements
Expense tracking knowledge
Tech-Savvy Nature
Office Supply Management
Travel planning expertise
Spreadsheet Management
Efficient note-taking
Advanced MS Office Suite
Project Planning
Event planning experience
Human Resources Management (HRM)
Guest Relations
Staff Collaboration
Conference planning
Correspondence drafting
Creative Thinking Capacity
Fluent in Multiple Languages
Account Management
Mail Sorting
Travel administration
Complex Problem-Solving
Customer Needs Assessment
Operations Support
Meticulous attention to detail
Database Management
Business Development
Human resource laws
Dateavailable
2 - 3 weeks
Expectedpay
$4,800
Personal Qualifications
- LCCI Private Secretary Certificate, 1995, Secretarial Specialist Training Centre
- GCE 'O' Level, 1988 - 1992, Geylang Methodist Secondary School
References
- Jane Chee, Accountant, 9731 6426
- Michael Kwan, Ex Deputy Managing Director, 9755 6692
Accomplishments
- Food Service - Managed high turn-over rate while maintaining quality service.
- Banquets: - Managed food delivery for 200+ guests for special events.
- Used Microsoft Excel to develop inventory tracking spreadsheets.
- Helps in ISO Audit by completing Company's manual with accuracy and efficiency.
- Launched more than 3 high-profile parties and events.
- Customer Focus - Supported lunch and dinner service for five off-site senior facilities for 140 colleagues with wide variety of dietary limitations and allergy restrictions.
Languages
English
Bilingual or Proficient (C2)
Mandarin
Bilingual or Proficient (C2)
Chinese (Cantonese)
Advanced (C1)
Cycling, Yoga
I would go cycling once a week at the park to relax my mind and body. I would do Yoga two ton three times a week which is a great body relaxing excercise.
Timeline
Admin / HR Executive
Veolia E S Singapore Industrial Pte Ltd
11.2022 - 06.2023
Secretary/Personal Assistant
ABL Group
07.2012 - 11.2022
Secretary
Kwong Cheong Thye Pte Ltd
09.2010 - 06.2012
Secretary to Director
AWP Pte Ltd
11.2006 - 08.2010
Secretary to Surveys Department and Personal Assistant of Operations Director
Falconer Bryan & Associates Pte Ltd
07.2002 - 10.2006
Secretary
Midland Metals Pte Ltd
02.2000 - 05.2022
Junior Secretary
Falconer Bryan & Associates Pte Ltd
05.1995 - 02.2000
Clerk
Chin Ding Enterprise Pte Ltd
12.1994 - 05.1995
Part-Time Sales Assistant
Paris Bijoux Mfg (S) Pte Ltd
01.1994 - 12.1994
Personal Assistant
Marc-Plan Pte Ltd
7 2023 - Current
Secretarial Specialist Training Centre
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Geylang Methodist Secondary School