Executive, Administration

SUMMARY

Your responsibilities are to:

1. Responsible for the delivery of all administrative works required by Critical Operation that includes filing and photocopying, develop reports, administration of critical operations software (e.g. CMMS), prepare and issuance of MEMO/email notification, liaison with customer/tenant, establish and maintain good filing system (both soft & hard copy), prepare work order and monitoring work orders action status.
2. Work requires strong formal conduct of operations skills, technical expertise, personal accountability, and flawless execution of work activities commensurate with a highly critical environment and associated expectations for exceptional customer satisfaction and confidence.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Accountable in ensuring all Critical Operations documents are properly filed at designated shared location e.g. Dropbox and internal shared drive accordingly based on period for ease references.
2. Responsible for ensuring customer monthly reports prepared, reviewed and submitted to customer within client deadline for monthly reporting (e.g. 5th of the month).
3. Responsible to send out circular/memo/change control form to the required customer for any events, obtain permission from customers and track the customer responds.
4. Track, update and arrange the regular monthly customer meeting and internal operation meeting. Ensure the meeting minutes are well documented and properly filed at designated shared location for references.
5. Liaise with procurement personnel to track and update the purchase request, purchase order and budget allocated for Critical Operations. Does a first level analysis, to ensure all the required information in place before proceeding for approval process.
6. Responsible for documentation referencing (e.g. insert proper reference number based on defined reference index), archive obsolete document and ensure document update to latest version at designated shared location for access/usage by technician/supervisors when required.
7. Review, compile, and upkeep all the Critical Operations documents at designated shared location and get the documents reviewed by Critical Operation stakeholders before any external reviews or audit session. (e.g. ISMS, PCI-DSS)
8. Responsible for Critical Operation stock inventory of spare parts, monitor, track and remind stakeholder before the stock falls under minimum level.
9. Maintains accurate records for department staff annual leave requests and updating of shift technician duty rooster developed by Engineer. Including uploading of rooster into CMMS (Computerized Maintenance Management System).
10. Manages outgoing post and records data on special deliveries.
11. Photocopies and files appropriate documents as needed.
12. Attends workshops and conferences when requested.
13. Prepare work orders (i.e. Ticketing), monitor work order action status and develop work order report for Lead Engineer for reporting
14. Using CMMS reporting application to develop various reports for Lead Engineer and/or Country Head of Critical Ops, as required.
15. Upload of work plan prepared by Lead Engineer on to CMMS for technical and engineering team delivery.
16. Administering of work programs such as 52 weeks preventive maintenance program that includes updating and amendment as directed by Lead Engineer.
17. Liaison with customer/tenants for work request as and when needed and relay the work request to technician/engineer.
18. Escalation of emergency/urgent operations matters to supervisor/Lead Engineer/head of Critical Ops such as customer/tenants complaints.
19. Responsible for the administration of CMMS.
20. Lead the team to identify occupational hazards and risks and ensure effective risk control.
21. Maintain effectiveness of the ISO9001, ISO14001 & ISO45001 Quality Environment, Health and Safety Management System
22. Any other duties may be assigned by the Company from time to time.

REQUIREMENTS

• Proficient in English through all mediums of communication. Ability to write and review good quality detailed work scripts, methods of procedure, and standard operating procedures. Prepare monthly service report and incident report.
• Minimum qualification in Professional Diploma in Business Administration or Business Management or equivalent from a recognized education Institution or University.
• Minimum work 2 to 3 years of experience in similar work nature prior Office Management Experience Preferred.
• Strong Attention to Detail and ability to Work Without Supervision.
• Excellent Time Management Skills.
• Exceptional Communication in English and Customer Service Skills.
• Administration Skills, including Proficiency in computer applications and software, including commercial computerized maintenance management systems, work order management system, Microsoft Word, PowerPoint, and Excel.
• Strong Prioritization and Organization Skills.
• Ability to Handle Confidential Information; Strong Record Keeping Skills; Ability to Multitask.