Administration Duties

MAJOR ACTIVITIES:

• Handle work permit and residence card for expats.
• Handle flight & Hotel/ Car Booking for regional members visit.
• Handle car booking for MD.
• Maintain up to date information on hotel rates to all employees and update in Intranet.
• Work with vendors on immigration process and documents.
• Work with landlord to register all necessary procedures for new staff.
• Monitor and purchase stationeries and pantry items timely.
• Manage vendor contracts & payment related to Admin.
• Forecast operation budget annual for BP & FC.
• Support upload contract via DocuSign
• Manage admin internal reporting.
• Other ad-hoc duties

OUTCOME:

• Timely submission and reimbursement for all claims, in accordance with existing guidelines.
• Smooth operations to ensure regional members visit goes well.
• Timely update of data and sharing with staff on changes.
• Ensuring prompt actions provided to maintain sufficient stock level
• Ensure documents are in accordance with internal guidelines
• Ensure all vendor payments will be prepared timely.
• Prompt support to staffs who have need.

Facility Management & Office Maintenance

MAJOR ACTIVITIES:

• Manage and maintain office facility.
• Liaise with landlord, internal staff and vendor on any issues relating to office maintenance.
• Prepare documentation on maintenance of copier machines, vending machines and newspaper vendor, pest control…
• Other ad-hoc duties.

OUTCOME:

• Ensure office premises, equipment and facilities areproperly maintained.

IT Support

MAJOR ACTIVITIES:

• Liaison for IT queries between local office and RHQ.
• Administrative preparation for IT internal reviews, audit and checks.
• Periodic reporting to RHQ on IT related matters.
• Assist RHQ in administering IT standards.
• Prepare and submit IT reports as required by RHQ.
• Other ad-hoc duties.

OUTCOME:

• IT related matters are escalated on timely manner.

Legal & Compliance Support

MAJOR ACTIVITIES:

• Support RHQ Legal team in documents preparation and follow up.
• Keep the company legal document safety.
• Follow up compliance activity plan with RHQ.
• Complete compliance reports as required by RHQ.
• Other ad-hoc duties.

OUTCOME:

• Ensure prompt & precise support.
• Ensure reports are submitted timely.

Competencies:

• Ability to work under pressure
• Ability to complete multi-tasks within stipulated timeline
• Familiar with procurement process
• Familiar with company legal issues registration advantages
• Familiar with compliance commitment.

Personal characteristics:

• Fluent communication skills, both in verbal & in writing
• Honest, discreet and with a high level of integrity
• Able to work independently as well as collaborate with teams
• Analytical with attention to detail, operating to a high degree of accuracy
• Creative and problem-solving
• Fast learner
• Computer literate (MS-Words, Excel, PowerPoint)

Experience

• Minimum 3 years of working experience in similar position.
• Experience supporting and/or managing the coordination and execution of Annual Operating Plan, monthly and quarterly forecasting.

Qualifications

• B.A Degree in Business Administration or similar discipline from a recognized college/university.