This role will be responsible to oversee daily office operations, including supervise and monitor administrative staff's work to ensure efficient operations and workflow. Managing office supplies, equipment, facilities, and onboarding process for new employees.
Your responsibilities will be as below: Administrative Management
1) Review the current process and recommend any changes to improve internal processes and operational efficiency. To update Quality Procedures of Admin Department and amend, when necessary.
2) Coordination on application of telephone / internet lines and monitor monthly utilities bills
3) Oversee the service, maintenance and repairs of telecommunication facilities, office equipment and motor vehicles
4) Handle insurance coverage for office and equipment such as fire, all risk, burglary, cash in transit and motor vehicle
5) Coordinate on insurance claims submission and follow up on approval.
6) Coordination on road tax renewal and distribution of road tax for company vehicle and monitor quit rent and assessment.
7) Ensure timely renewal of business licenses, subscription, and manage tenancy agreement / renewal for site canteen and office
8) To maintain the update username and password of the administrator of respective site offices for time attendance system. Responsible for issuance of access card for new staff or lost card and its stock control
9) To ensure safe-keeping of the office keys and updated record on authorized key holders
10) General security, cleanliness and tidiness of the Operations Office
11) Collaborating with other departments to ensure smooth communication and coordination of such as facilitate meetings, conveying information and resolving issues that arise
12) Attend to all general administration correspondences
Purchase Order Management
1) Supervision on sourcing quotations, evaluate, and negotiate with suppliers, monitor delivery and distribution, stock control of office stationery, letterheads, envelopes, name cards, etc
2) Coordinate and monitor the delivery of assets such as office equipment, furniture and fittings and keeping proper record on asset movement, transfer and disposal.
3) Coordination on purchase of sundry supplies for the Operations Office and its stock control
4) Prepare and review reports related to purchasing and administrative expenses to identify opportunities for cost reduction and process improvement
Foreign Workers Application & Renewal
1) Facilitate the recruitment of foreign workers and renewal process for work permits and visas, including gathering necessary documentation and submitting applications with relevant authorities to ensure validity of work permit, medical insurance, FWCMS policy, etc.
2) Ensure reports are made to relevant government agency for absconded workers
3) Ensure timely medical check-up and renewal of CIDB green card for foreign workers
4) Ensure adherence to company policies and procedures, as well as regulatory requirements
5) To carry out any other duty and responsibility which the company may assign from time to time