Administrative Officer

Administrative Jobs

      Duties

• Oversee and manage the daily operations of the administrative department, providing support and guidance on all matters related to the office
• Manage facilities and office services, including space planning, repairs, maintenance, security, cleanliness, etc…
• Ensure office premise is secured and safe during any unforeseen events including but not limited to cyclones, torrential rain and any other calamities.
• Ensure adherence to statutory obligation as per building/premise including but not limited to H&S and fire certificate, licenses, CIDB license
• Follow up and order of office stationery and kitchen utilities as and when required
• Purchase of IT equipment and office furniture as and when required
• Maintain proper record of office furniture/IT equipment
• Filing of documents pertaining to the Administration department
• Arrange for despatch of documents and plan the messengers allocated daily tasks
• Internal distribution of correspondences
• Allocate and overview the office attendant tasks and daily planning
• Book and manage all overseas trip for all staff travelling on business trip for work purpose
• Make necessary arrangements for airport transfers & hotel accommodation as directed by Management
• Participate in budget preparation for the Admin Department
• Manage and monitor budgets, expenses to ensure cost-effectiveness and adherence to financial guidelines & forecast
• Prepare and issue purchase orders for all items related to the Admin dept
• Take ownership of the archiving function and ensure STB staff follows the process
• Fleet Management including but not limited to vehicles’ servicing/repairs, motor insurance/road tax, car hire, fitness certificate etc…
• Assist with contract management, including negotiating with vendors and service providers for office supplies and services/uniforms. Liaise with vendors for EOY/clients gifts.

• Work with Health & Safety Officer to ensure dormitories comply to prevailing regulations
• Assist in the identification of new dormitories as and when required
• Ensure dormitories’ supplies are maintained and monthly follow up is carried out
• Appointment of a Camp Boss for each dormitory and ensure proper discipline is maintained at all times
• Liaise with Finance dept to ensure payment of utility bills is done on a timely basis
• Ensure air-ticket and accommodation has been booked for any expatriate workers
• Coordination of the payment for Work/Occupational permit with the Human Resource team and done on a timely basis
• Carry out any other cognate duties as may be assigned by Management.

• Prepare and submit reports as and when required by your Direct Reporting Line