Administrative Assistant

5 days ago


Johor Bahru, Johor, Malaysia Kuok (Singapore) Limited Full time

This position is for K2 Data Centres, a company under Kuok (Singapore) Limited, based in Johor, Malaysia.

Purpose of the Role:

K2 is seeking an Administrative Assistant to support the data centre in billing and payment duties, office general management duties, and guest/event coordination activities.

Responsibilities

Billing and Payment Support:

  • Facilitate the processing of Data Centre-related invoices, ensuring both accuracy and punctual payments.
  • Maintain meticulous records of all financial transactions related to bills and payments.
  • Collaborate closely with the finance teams to reconcile accounts and promptly address discrepancies.
  • Enhance the department's effectiveness by performing various administrative duties and tasks while maintaining confidentiality of all privileged information.
  • Perform clerical duties to ensure smooth site operation and accurate record keeping, including organizing and maintaining accurate electronic and paper files and disseminating correspondence to proper departments.
  • Review and maintain records, schedules, and daily attendance of custodians and maintenance staff.
  • Generate reports as required.
  • Greet and receive visitors, consistently creating a welcoming atmosphere characterized by a positive and professional first impression.
  • Manage incoming calls and inquiries, efficiently directing them to the appropriate contacts.
  • Handle office mail, packages, and deliveries with precision and timeliness.
  • Assist with facilitating daily work orders/job assignments through work order software to ensure timely completion and report any deficiencies or problems to the Director of Facilities Management.
  • Prepare requisitions for all supplies and/or materials needed to complete work orders in coordination with Facilities staff.

Office Purchases:

  • Maintain a well-organized site supplies inventory and reorder items as necessary.
  • Liaise with vendors to procure office equipment, furniture, and supplies, always mindful of cost-effectiveness and quality standards.
  • Serve as the point of contact for local staff travel bookings and arrangements.

Guest Coordination:

  • Coordinate guest visits, including travel and accommodation arrangements for overseas visitors, scheduling meetings, and preparing all necessary logistics, including security arrangements with the building.

Event Coordination:

  • Provide vital support in organizing formal office events, such as training sessions, workshops, and seminars, whether they are internal or external to the office.

Interpersonal Requirements

  • Committed to delivering excellent customer service.
  • Calm manner, able to work under pressure.
  • Self-motivated, with the ability to work on own initiative.
  • Punctual and reliable.
  • Good attention to detail.

Skills and Qualifications Requirements

  • Min 3 to 5 years of relevant experience.
  • High School Diploma or GED plus three (3) years of administrative or secretarial experience. Experience in a Facility Management environment is preferred.
  • Strong organizational skills.
  • Excellent interpersonal skills and ability to communicate efficiently both verbally and in written form.
  • Familiarity with Microsoft Office Suite.
  • Ability to use computer applications effectively.
  • Be innovative.
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