• Provide administrative support to the Quality Control and Facilities Director, including managing calendars, scheduling meetings, and coordinating appointments.
• Communicate between the Quality Control and Facilities Director and internal/external stakeholders, including staff, vendors, and customers.
• Perform adhoc duties as requested by the Executive Members.
• Managing and organizing documentation related to quality control processes and procedures.
• Scheduling meetings and appointments for the quality control and facilities director.
• Assisting in maintaining and updating quality control records and reports.
• Handling administrative tasks such as data entry, filing, and correspondence for the department.
• Report to the Q&F Director, the secretary will provide daily extensive administrative supports.
• Responsible in liaison with external stakeholders
• Strong understanding of clerical and secretarial principles

MAIN TASKS / JOB RESPONSIBILITIES:

• Providing administrative support to the Quality Control and Facilities Director, including managing their calendar, scheduling meetings, and handling correspondence.
• Document Management: Maintaining and organizing quality control and facilities-related documents, reports, and records. This may include ensuring that all documentation is up to date and easily accessible.
• Meeting Coordination: Preparing agendas taking minutes if required and following up on action items.
• Communication: Serving as a point of contact for internal and external stakeholders, relaying messages, and handling inquiries related to quality control and facilities.
• Quality Control Support: Assisting with quality control processes, such as document control, quality audits, and compliance checks.
• Facilities Support: Providing support for facilities-related tasks, such as coordinating maintenance requests, managing office supplies, and assisting with facility inspections.
• Data Entry and Reporting: Assisting in data entry, compiling reports, and maintaining databases related to quality control and facilities management.
• Perform all aspects of secretary duties such as copy, scan, and fax documents, taking notes and produce minutes of the meeting.
• Managing mail and courier services between stakeholders and the company.
• Observing best business practices with protocol.
• Organizing schedules, attending meetings, minutes taking and managing correspondences between internal and external bodies.
• Maintaining records and documentation related to security operations.
• Organize filing documents systems and presentations.
• Keeping up-to-date with industry best practices and regulatory requirements in aviation security.
• Collecting, organizing, and storing information using computers and filing systems.
• Performing interpretation duties to all French/English management to Khmer staff.

MAIN AREAS OF JOB PERFORMANCE:

• Prepare and distribute correspondence, reports, and presentations as directed by the Quality Control and Facilities Director.
• Maintain and organize files, records, and documents related to quality control initiatives, facilities management, and other operational activities.
• Assist in coordinating quality control inspections, audits, and testing procedures, and follow up on action items and deadlines.
• Help in coordinating facilities maintenance, repairs, and renovations, and communicate with vendors and contractors as needed.
• Assist in developing and updating quality control standards, policies, and procedures, under the guidance of the Quality Control and Facilities Director.
• Support in monitoring and evaluating quality control and facilities management metrics and performance indicators and prepare reports for review.
• Coordinate travel arrangements, accommodations, and logistics for the Quality Control and Facilities Director as required.
• Perform general office duties, such as answering calls, responding to emails, ordering supplies, and maintaining office equipment.

Professional background and training:

• High school diploma or equivalent; additional qualifications in office administration or related field are preferred.
• Proven experience as a secretary, administrative assistant, or similar role.
• Strong organizational and time-management skills, with the ability to prioritize tasks and handle multiple assignments concurrently.
• Excellent communication skills, both written and verbal, with the ability to interact professionally with internal and external contacts.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) and other office software.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Detail-oriented and resourceful, with a proactive and positive attitude
• Strong organizational skills, attention to detail, and the ability to multitask effectively to support both departments efficiently.
• Prior experience in a quality control or facilities management environment is a plus.

Technical Skills:

• Extensive experience in creating documents and spreadsheets, using office software. such as MS Word, Excel, and Power-Point.
• Advance typing, note-taking, record keeping, and organizational skills.
• Ability to manage internal and external correspondence.
• Working knowledge of printers, copiers, scanners and fax machines.
• Proficiency in appointment scheduling software such as MS Outlook,
• Excellent written and verbal communication skills.
• Professional manners with exceptional interpersonal skills.

Leadership and personal skills:

• Excellent people and interpersonal skills, patient and diplomatic at all times.
• Excellent time-management and organizational skills.
• Excellent communication skills.
• Competency in software and digital tools.
• Strong attention to detail.
• Professional in English and French languages