Office Administration Associate
5 months ago
Job Description:
**Client**: A subsidiary of a leading oil and gas exploration and production company.
**Location**: Kota Kinabalu, Sabah, Malaysia
**Type of hiring**: 1-3 years contract
**Responsibilities**:
- Collaborate with PFLNG2 Kota Kinabalu on all issues related to Block H crew change logistics and ad hoc personnel transfers, including third party contractors working for the company on PFLNG2, as needed.
- Liaise with Labuan Warehouse/Logistic, including travel to/from Labuan, for logistics/materials coordination for Block H operations.
- Responsible for compiling all requested weekly reports, monthly forecast reports and board reports and for timely submission to senior management, both in Bangkok and Malaysia.
- Manage all essential business documents to ensure proper handling for signing, distribution and responses on behalf of the direct or indirect supervisor(s).
- Prepare relevant check requests for refunds and submit to Treasury for payment processing once approval is granted.
- Review of relevant claims and reimbursements submitted for approval.
- Archiving and indexing of office correspondence.
- Maintaining an efficient information management system, which includes maintaining master files for all outgoing and incoming correspondence for the Malaysian operations in/from Kota Kinabalu.
- Act as the tenant representative for the premises in Kota Kinabalu and communicate with the building manager for requests for weekend and holiday office access, requests for movers/contractors to access the office and requests to remove goods from the office area, request air conditioning and an elevator outside office hours, etc.
- Attend to ad-hoc requests and other duties as assigned.
**Qualifications**:
- Malaysian Sabahan with diploma in Private Secretarial Course (PSC) or equivalent
- At least 15 years of related professional experience are required.
- Previous experience serving as a government liaison will be considered.
- Mature with a pleasant personality, a positive approach at work, solid organisational abilities, and good interpersonal skills.
- A self-starter, team player, and person who thrives in a demanding and fast-paced atmosphere. Capable of working alone and with mínimal supervision.
- Highly motivated, resourceful, multi-tasks, with pleasant disposition, and can maintain a high level of trust, integrity, confidentiality.
- Excellent communication skills and good command of English and Bahasa Malaysia.
- Strong computer literacy, including knowledge of Microsoft Word, Excel, and PowerPoint.
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