Admins Ops

2 weeks ago

Kuala Lumpur, Malaysia Helius Technologies Sdn. Bhd. Full time

**About the job**:
You will be reporting to Regional Cx Lead & Country Cx Lead, with responsibilities as below:
**Role Description**:
Cx WO Management has responsibility for managing the work order related processes and compliance, liaising with line and senior managers and acting as the point of contact for issues arising from the client and suppliers that are related to Work Order management. Key tasks include:

- Payment Request Management - Review, manages queries from projects, chase for approvals
- Invoice review - check Supplier invoice, provide approval to Finance.
- Invoice issue resolution - liaise with related parties in identifying and resolving invoice/payment related issues
- Compliance - ensure mandatory documents are submitted, BI vetting is completed where required, handle all policy related issues/queries, ensure rights to work of resources, ensure required internal approvals are in place
- Manage off-shore service - act as the key point of contact between on-shore and off-shore team who are providing service to on-shore Cx. Ensure services are provided as per requirement.
- Reporting - standard monthly reports, ad hoc reports upon request by stakeholders
- Accruals - support Finance in monthly accruals by providing required data/reports
- Documentation & tracking - internal documentation requirements tracking, for e.g. compliance document tracker, work pass tracker, etc, managing Master Contractor Roster file.
- Queries management (internal) - billing queries from Projects, cost/WBSE queries from Finance, WO & IQN queries from Contractors/Hiring Manager
- Queries management (external) - queries from Suppliers on process, IQN, billing, etc.
- General operations work - facilitating audits, ad hoc administrative work, process improvements, training of Suppliers, etc.
- Communicate roll-off information to project team and process/facilitate contractor extension when applicable.
- Provide advice on enablement and exit procedures for external resource.
- Assist project teams with any amendment/change in work order requests for e.g. budget increase, administrative changes such as approvers/hiring managers change, closure of work order requests, etc

**Other**:
Team Operations: Team requirements associated with the day-to-day operation of work order processing and management. Participate on team calls/meetings, training, process document maintenance, and provide ideas for continuous improvement.

**Qualifications and Preferred Skills**

**Education**:

- University Diploma or equivalent
- Bachelors Degree preferred

**Experience**:

- 1-2 years of procurement/ HR experience: Demonstrate a basic understanding of procurement principals/acumen
- 1-2 years of customer service/client service experience
- Knowledge of HR/Staffing industry and terminology
- Good organizational skills
- Strong communication skills (verbal and written)
- Computer literacy (eg. Outlook, Word, Excel, Powerpoint, Instant Messaging)
- Previous experience of Vendor Management Systems preferred (IQN, Beeline, Ariba, etc)

**Job Types**: Full-time, Contract
Contract length: 12 months

Pay: Up to RM4,500.00 per month

**Benefits**:

- Cell phone reimbursement
- Health insurance
- Professional development

Schedule:

- Monday to Friday

**Education**:

- Bachelor's (preferred)

**Experience**:

- Microsoft Excel: 1 year (preferred)
- Payroll: 1 year (preferred)

**Location**:

- Kuala Lumpur (preferred)

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