Roles
- Responsible to implement office administrative and support activities in line with established policies and procedures.
- Responsible for the proper maintenance of the group's asset and implement an effective maintenance system to safeguard these assets.
- Responsible for the renewal and implementation of the General Insurance relating to the assets of the Company at the Head Office.
- Responsible for the implementation of purchasing functions for the adequacy of office workstation and storage facilities including office renovation / relocation / storage space where necessary.
- Responsible for any tasks as may be assigned from time to time by the Administration Manager / Vice-President I – Group General Administrative.
- Responsible for company archive management.
Responsibilities and Duties
Office Administrative and Support Services
- To coordinate work flow relating to all Administrative matters in compliance with established administrative systems, procedures and policies and monitoring thereof.
- To ensure administrative staff carry out the day-to-day operational requirements and assigned administrative projects with expediting work results.
- To develop administrative staff by providing information, opportunities and experiential growth opportunities and ensure team effort to accomplish related results as needed.
- To monitor office supplies inventory, namely checking supplies level, anticipating needed supplies, placing and expediting orders for supplies and timely delivery of supplies.
- To prepare Annual Administration budget as required per time for Superior.
- Monitoring overall departmental budget and provide updates to the head of departments.
Office Maintenance and Assets Management
- To ensure the appointed contractor carry out routine office cleaning services in a timely and proper manner.
- To procure services of external party to carry out upholstery and carpet cleaning services three times a year
- To procure the services of external party to provide potted plants strategically around the office and to carry out routine maintenance of the potted plants.
- To ensure all office assets, which are “an item of value”, are classified and recorded correctly in the asset listing. Asset coding shall be assigned and tag to each assets of relative importance.
- To carry out yearly physical inventory check to ensure these assets agree with the asset listing maintained by Finance Department.
General Insurances
- To coordinate work flow and to ensure timely renewal of the general insurances through an appointed insurance broker.
- To review the asset listings and ensure the assets are adequately insuring on a replacement value basis.
- To collect, analyse information and coordinate with the insurance broker for proper and prompt handling of claims to settlement of claims.
Archive Management
- Develops policies and procedures for the acquisition, disposition, access to, and safekeeping of archival materials.
- Manage and coordination of all activities relating to the archive and the implementation of the records and archive strategy.
Event Coordination
- To assist in corporate events as and when required by Group Public Affairs.
Ad-hoc Assignments
- To carry out tasks and contribute to team effort in administrative projects / duties as and when required by Superior.
- Comply with all applicable SHEQ legal requirements and our stakeholders’ specifications by establishing policies, programmes and practices in order to conduct operations in a healthy, safe and environmentally sound manner with safety first, quality foremost & pursuing excellence.
- To perform other additional tasks that are relevant and necessary to accomplish the company overall objectives, which may be assigned from time to time
Qualification and Competency (License)
Minimum Education Qualification required:
- Candidate must possess at least a Bachelor's Degree, Post Graduate Diploma, Professional Degree, Business Studies / Administration / Management or equivalent.
Work Experience
Minimum years of working experience related to the work scope:
- At least 3 years of working experience in office administrative procedures.
Work experiences required:
- Preferably Executives specializing in Clerical / Administrative Support or equivalent.
Skills and Behaviour Traits
- Good basic communication skills and interaction abilities.
- Good time management, multitasking and organising skill to plan and implement company policies with general asset management skills.
- Good interpersonal and people skills, leadership qualities and able to interact with all levels of staff and pro-active.