Administrative Assistant
3 days ago
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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