Admin Assistant

Description

Under direct supervision of HOD, provides general administration support for HSE Corporate; administrative matters coordination with Procurement, Finance and ISD.

Responsibilities

• Raise MCRs for procurement matters and follow up on PR/PO/IP/GR.

• File necessary administration documents such as MCRs/POs, IT issuance forms, etc.

• File delivery orders, MCRs, purchase orders, memo faxes, correspondences, etc.

• Assist, coordinate and support in HSE related invoices / General Invoices / Back charge with other dept.

• Verify IFS/SAP/K2-related data for administrative support.

• Coordinate and liaise with ISD for IT-related items for HSE.

• Collate, issue, and purchase stationery and other items (printing, name plate, name cards,

pantry items, etc.) and be responsible for replenishing them.

• Petty cash reimbursement matters for HSE Corporate and related personnel.

• Perform monthly and yearly inventory on PV and pass it to accounts.

• Keep HSE files organized, maintain historical reference, and record data.

• Monitor and maintain printer/copier matters.

• Maintain office NB updates.

• Timesheet, etc. Record and submit timecards for HSE staff.

• Assist in applying for JI passes via HRD for HSE staff and HSE guests/vendors/contractors.

• Assist and support department/Company event activities (such as Heng Kang, 7th Month, etc.).

• Assist in maintaining office equipment and HSE assets.

• Assist in prepare tender documents exercise eg: align word documents with new requirement/logo.

• Record minutes during internal meetings/discussions.

• Any other admin job assigned by department manager/HOD.

• To be proactive in creating a safe working environment for everyone and ensuring that HSE inhouse rules are observed at all times.

• To consider HSE aspects when planning and carrying out tasks to eliminate and reduce HSE hazards, aspects and risks

Main Requirements

• Preferably Office Skills Certificate or “O” Level.

• Preferably 1 -2 years of relevant working experience in office environment.

• Preferably Computer literate in MS Office Word, Excel, PowerPoint.

• Proficient in SAP is advantageous.

Other Requirements

• Well organized, meticulous and detailed.

• Positive attitude with good interpersonal skills.

• Be able to work together as a team, and/or independently, with minimal or no supervision.

• Be able to work under pressure.

• Be able to multi-task efficiently.

• Know how to prioritise tasks given accordingly.

Education Qualification

• “O” or “A” Level Certificate or equivalent.

• Diploma holder in any field.

Job Experience

• Preferably 2 years of relevant experience in office administration in MNC environment. (For Admin Assistant)

• Those with no experience will be considered based on qualification, and relevant soft skills.