Office Administrator

REF:
- DETECTIONAPAC01392- DIVISION:
- Smiths Detection- JOB FUNCTION:
- OperationsAbout Us

**Job Description**:

- The Administration and Operations Executive role is responsible for ensuring the smooth and efficient functioning of daily administrative and operational activities within the organization. This role involves providing administrative support for Human Resources, general administration, indirect purchase support, and managing projects and initiatives as assigned. The position requires exceptional attention to detail, effective communication, and proactive problem-solving skills to streamline operations and contribute to the overall success of the company.Duties & Responsibilities

**Responsibilities -**
- Human Resource administrative support_
- Maintain and update staff movement and transactional data within the site HR system, including HR Attendance system, Overtime, and Canteen management system.
- Maintain staff records and reports as required, including administration and issuance & control of staff ID badges, Biometric/face registration & controls.
- Prepare staff attendance, overtime, and claims summaries/reports.
- Manage documentation and filing for staff leave and medical claims.
- General Administration_
- Support day-to-day operational issues related to administrative matters.
- Provide administrative support to all stakeholders.
- Perform general office duties such as ordering supplies, maintaining records management databases, documentation, and record-keeping.
- Ensure the cleanliness and tidiness of the office, pantry, training center, and cafeteria.
- Manage administrative supplies including stationery, business cards, sundry items, and relevant office supplies.
- Front desk reception duties, including answering incoming calls, arranging in-out documentation, and welcoming visitors.
- Support in organizing and preparing in-house trainings, commercial conferences, employee activities, and other relevant company events as necessary.
- Arrange employee benefit distributions including touch n go credit, gifts, Long Service Awards, Wellness, condolences, marriages, birthdays, and events.
- Indirect Purchase Administrative Support_
- Raise Purchase Requisition (PR) on SAP for all administrative and HR purchases, payment and invoices. Ensure all delivery order (DO) / invoices submitted to Finance Department timely.
- Process Purchase Requisition and Purchase Order (PO) for indirect purchase and ensure open PO closed timely.
- Process invoices and ensure timely Good Receive (GR) for Finance payment process.

Support site operational continuous improvement initiatives and projects.

Perform Other duties as required.
- You are authorized to act within the jurisdiction and capacity in your job scope to deliver the results/output expected of your job function.The Individual

**Skills & Experience -**
- Bachelor’s Degree / Professional Degree in Human Resource Management, Administration, others or equivalent.
- 3 years related experience preferably in a manufacturing environment
- A demonstrable experience in matrix organization with strong stakeholder influencing and management skills
- Excellent communication skills, good at multitasking and time management
- Excellent organization and coordination skills, project management experience is preferred
- Writing and communications in English and Malay.
- Must be decisive, driven and conscientious and interact well in a team environment.
- Ownership, accountability to ensure on time delivery and good work quality.
- Possess excellent organisational, communication, and interpersonal skills with the ability to multi-task and manage a wide range of activities.
- Strong customer service skills including phone etiquette and conflict resolution, and the ability to handle stressful situations with resilience and tenacity.
- Self-motivated, reliable, and accountable individual.
- The ability to make good judgments by thinking quickly and broadly.

**Join us for a great career and competitive compensation & benefits whilst keeping the world a safer place.**

**Diversity & Inclusion**:
We believe that different perspectives and backgrounds are what make a company flourish. All qualified applicants will receive equal consideration for employment regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, economic status, disability, age, or any other legally protected characteristics. We are proud to be an inclusive company with values grounded in equality and ethics, where we celebrate, support, and embrace diversity.
- At no time during the hiring process will Smiths Detection, Smiths Group, nor any of our recruitment partners ever request payment to enable participation - including, but not limited to, interviews or testing.