Finance Admin Assistant

2 weeks ago

Pengerang, Johor, Malaysia Pengerang Gas Solutions Sdn Bhd Full time 30,000 - 60,000 per year

JOB PURPOSE

Executes the management strategy at PGSSB, in alignment with PGSSB's established policies, standards, goals and objectives. Supports plant reliability with a strong sense of responsibility and commitment within a team.

KEY ACCOUNTABILITIES

1. Document Management

  • Manage organizational documentation through the document life cycle.
  • Manage documents and records across departments, ensure all documents are up-to-date and easily accessible.
  • Work with in-house departments to identify and investigate the need for documents of various types.
  • Manage digital records system and notify personnel of updated document versions and how to access them.
  • Ensure all documents and files have the appropriate document management version control protocols in place.
  • Analyzes and controls all documentation related to business activities within contractual requirements and Company procedure (including confidentiality).
  • Handles and registers all outgoing and incoming transmittal according to sustainability document control procedure.
  • Collects information for reports, prepare and issue as directed periodical work report as required by internal stakeholders.
  • Ensure the security, accessibility, and proper distribution of organizational documents.
  • Plan and conduct meetings and presentations related to document management.
  • Able to create document fixed formats for templates.
  • Maintain updated records of all approved documents and their distribution clearly.
  • Work with all departments to put and place a Management of Records system to compliment the Document Management system and meet the Project team requirement.
  • Controlling the forms used to record data onto records and ensuring the records stay controlled as they are used, stored, and preserved.
  • Shall be responsible for all duties necessary to create, edit, review, upload, copy, scan etc, to ensure Document Management is functional and successful.
  • Manage the coordination and hand back documentation to the client/user.
  • Represent the Company document management working groups.
  • Undertake any other ad hoc duties assigned by the HOD/Management.

2. ISO Compliance

  • Ensure all documentations adheres to ISO standards and company procedures (Finance, Commercial and SCM).
  • Develop, implement and manage document control procedures and protocols to ensure compliance with ISO standard.
  • Implement and maintain ISO-related processes and system.
  • Preparation & arrangement for ISO Internal and External Audits.
  • Provide support for documentation-related queries and issues.

3. Administrative

  • Assist the head of the field office, in administration and finance matters to ensure an effective management of the financial resources according to the PGSSB procedures.
  • Ensure the compliance of administration, finance and policies and procedures
  • Ensure payables are managed smoothly and efficiently in accordance with PGSSB procedures and with accuracy and completeness.
  • Ensures that all payments are done in a timely manner,
  • Ensure that transactions are processed daily in the system and that they are accurate and complete.
  • Provide clerical and administrative support to Finance Head.

5. Mindset, Behaviour and Culture

  • Adhere and be guided will all the code of conduct and business ethics policies from Shareholder's company.
  • Possesses a high sense of commitment, ownership, integrity, and loyalty that contributes to PGSSB's operational excellence.

KEY INTERFACES

  • General Manager
  • PGSSB Head of HSSE
  • PGSSB Head of HR & Admin
  • PGSSB Head of Finance
  • PGSSB Head of Technical
  • Statutory Agencies
  • Training Provider
  • Customers

REQUIRED QUALIFICATIONS, EXPERIENCE, SKILLS & BEHAVIOURS

  • Bachelor's Degree in Accounting or related discipline
  • Minimum 2 years working experience in a manufacturing organization.

SKILLS

  • Flexibility
  • Professional
  • Computer Literate
  • Effective Communication

CRITICAL BEHAVIOURS

  • Passionate
  • Discipline
  • Able to handle stress and work pressure
  • Able to work in a team

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