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 assisting Manager for implementation of the purchasing function for the adequacy of office workstation and storage facilities including office renewal, relocation and renovation.
- 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 dealing with the outsourced staff.
- Responsible for any tasks as maybe assigned from time to time by the Administration Manager / Vice-President I – Group General Administrative.
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 monitor proper administration reporting for printing, communication and office rental & utilities for information.
- 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.
- To in-charge of asset tagging and ensure asset code are easy to identify.
- To arrange for missing and damaged items disposal.
Outsource Staff
- To liaise with the outsource company to hire support staff including screening the resumes, conducting interviews and reviewing offer letter.
- To monitor monthly payments for outsourced staff. To resolve any issues affecting the organisation and its outsourced employees.
Work Space and Storage Facilities
- To coordinate and ensure initial set-up workstation including basic stationeries for new employees are make available upon notification from GHR.
- To ensure that storage space (on-site / off-site) are made available to each departments and to coordinate the storing and retrieval of records as appropriate.
- To ensure all administration records are filed manually or electronically for easy retrieval
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.
Job Requirement
Minimum Education Qualification required:
- Candidate must possess at least a Bachelor's Degree in Business Studies/Administration/Management or equivalent.
Minimum years of working experience related to the work scope:
- At least 5 year(s) of working experience in administrative function.
Skills and Behaviour Traits
- Strong command of English and Bahasa Malaysia with good writing skills.
- A good team player, committed and results oriented; with strong interpersonal and relationship skills.
- Ability to organise and manage multiple tasks, manage deadlines, attention to detail and a high level of follow through on projects.
- Proficient in Microsoft Word, Excel and Powerpoint.