Office Administrator
5 days ago
Responsibilities:
- Office Adminstrator for rehab related business Day to day managing of office duties Travel, claims, keeping of diary etc 1. Provide full secretarial and admin support to the project team and department. 2. Manage the company's sensitive information with strict confidentiality. 3. Prepare letters, memos, presentations,reports and proposals as required 4. Maintain a proper and user friendly filing for recording and tracking of all documents for the project team and department including incoming & outgoing correspondence, either manually or electronic. 5. Retrieve documents from filing system. 6. Resolve administrative problems and inquiries. 7. Schedule and coordinate meetings, appointments and travel arrangements for managers or supervisors. 8. Prepare agendas for meetings and prepare schedules. 9. Prepare meeting room & projector for meeting. 10. Record, compile, and distribute minutes of meetings. 11. Open, sort and distribute incoming correspondence. 12. Maintain office supply inventories. Coordinate maintenance of office equipment. 13. Expatriate Employees a) Rental of accommodation/vehicles b) Expat affairs/Matters ie work permit renewal, etc c) Travel bookings for employee and family 14. Registration a) Registration with MOF, Petronas etc b) Registration as Vendor (new/renewal) 14. Assist Project Manager on project reports and related documentation. 15. Co-ordinate and organize appointments and meetings for Managers. 16. Attend Project meeting and tender meeting. 17. To participate, support and assist in tendering process. 18. Make ready company presentation materials and company profile. 19. Compute, record, and proof read data and other information, such as records or reports. 20. Tracking of admin invoices to vendor. 21. To assist with Administration function at Suite 705 if and when necessary. 22. Maintain cleanliness of office. 23. Submit weekly report on weekly basis (i.e. on Friday or before Monday of the following week.) a) Work done during the week b) Issues c) Activities carried out and planned for next two weeks. d) Proposals for improvements 28. Adhoc duties a) Ensure offices are open for business at 9:00am sharp. b) Integrate with other members of the team to successfully complete the workload of the organisation. c) Assist the business owners in maintaining excellent relationship with Client/Statutory/Government bodies. 29. Perform any other job/function that may be assigned to you in accordance with the needs of the Company/Subsidiary/Affiliate/Associated Companies ISO Coordinator 1. Manage the documentation and reporting requirements for the ISO 9001:2015 documentation 2. Manage the Internal Audit Scheduling and internal auditing program 3. Follow up on all ISO non-conformance corrective actions 4. Responsible for ensuring all responsible parties document corrective actions on time 5. Responsible for verifying implementation of corrective actions according to schedule. 6. Follow up on preventive action for effectiveness 7. Coordinate Management Review Committee(MRC) meetings 8. Coordinate and manage all external ISO audits 9. ISO documentation (Document Control/Internal Auditor) 10. Coordinate employee ISO training 11. Other responsibilities related to ISO system Group Administration (Group Level) 1. Office Supply a) Stationery '“ ensure sufficient supply, proper recording of stock and custody 2. Coordination and organising of Company events and festive 3. Overall in '“charge of reception administration 4. Equipment/Furniture maintenance(copiers, telephone, fax system, etc) a) Manage maintenance contract b) Ensure items properly maintained c) Maintain asset listing 5. Premises a) Maintain overall office tidiness b) Manage repair works, renovations, etc c) Maintain office key list d) Utility bills '“ JMB, water, electricity, telephone 6. Admin Vendor Management a) Vendor/supplier/servie provider identification regularly, selection, evaluation and monitoring on a regular basis. Maintain current listing of with continuous identification. It should include service level agreements, volume discounts, attractive payment terms, etc b) Ensure minimum three quotes for purchases c) Prepare comparative schedule 7. To raise Purchase Requisition (PR) and Purchase Orders (PO) for admin purposes. 8.Adhoc duties a) Integrate with other members of the team to successfully complete the workload of the organisation b) Assist the business owners in maintaining excellent relationship with Client/Statutory/Government Bodies c) Perform any other job/function that may be assigned to you in accordance with the needs of the Company/Subsidiary/Affiliate/Associated Companies
PLEASE UPDATE
Diploma / Advanced Diploma / Higher Graduate Diploma / DVM / DKM Level 4 / DLKM Level 5
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