Facility Admin

3 jam yang lalu

Berakhir pada 31 Des 2024

PURPOSE OF THE JOB

• To manage & administer all business processes related to General Office Administration including
• Office Utilities, Facility & Couriers
• Obtain quotations and place Purchase Orders from suppliers for office services / products
• Departmental Supplies & Office Housekeeping / Maintenance / Repair, etc.
• Manage Transportation, Security & Catering for the Service Shop
• To enhance the Organisation’s culture and image amongst internal employees and external visitors
• To make use of the best practices available to reduce cost, be efficient and be most productive.
• Ultimate goal is to enable the management and staff to operate effectively and efficiently.

BACKGROUND and EXPERIENCE

• Requires Bachelor’s Degree in Administration or General Service role
• Minimum 5 years related experience in above areas
• High English Proficiency is mandatory
• Maintain Confidentiality
• Excellent Verbal & Written Communication Skills
• Good Computer Skills
• Organizational ability to prioritize duties, work independently and attention to detail.
• Broad knowledge of Elliott structure and internal operational procedures.
• Ability to deal in a mature, professional manner, make decisions on a daily basis and must be resourceful.
• Utilize time effectively, be trustworthy and confident enough to work independently with minimal supervision
• Have Professional presence

NATURE OF THE JOB

• This position requires a broad scope of skills related to both general business practices and specific company
• related processes, specifically in Facilities Management and Office Administration.
• Extensive travel needs of other employees in the organization will require this position to make day-to-day business
• decisions up to an established level
• Job demands high degree of versatility and flexibility to accommodate changing priorities at short notice.

CONTACT WITH OTHERS

• Internal - Regional staff and management, executives, overseas Elliott employees
• External - Extensive communication with different business partners such as suppliers and outside support agencies

SUPERVISION

This position does not initially direct the work of other employees other than vendors and contractors Individual contributor

SPECIFIC JOB RESPONSIBILITIES/COMPETENCIES

General Office Admin

• To manage activities relating to the office facilities liaising with the relevant suppliers including ordering departmental supplies and managing office equipment repairs.
• Manage Transportation, Security guard vendor & Catering for the Service Shop
• Fully responsible for cleanliness in all facility areas
• Management of employee facilities (Air Conditioners, Toilet, Copier etc.)
• Conduct Gemba activity periodically to check for abnormalities in Facility area; take corrective actions immediately and prepare preventive action plans.
• Manage office consumable needs; office stationery, pantry supplies, office furniture, printing supplies and equipment, domestic and international courier accounts, etc.
• Coordinate timely payment of all bills and Invoices related with facility, utility, and office supplies.   
• PIC of company asset (manage quality and maintenance records and provide regular quantity reports of company assets, for example factory key, vehicle, CCTV, etc.
• PIC of Employee Medical check-up (arrange, review and follow up, coordinate with HSE to define MCU needs)
• Maintain accurate and up-to-date manual & electronic office administrative filing systems
• Promote Elliott’s corporate culture and friendly atmosphere through successful intercommunication and team-building

Purchase Order Management

• Obtain and evaluate quotations from suppliers for services / contractors
• Place purchase order on selected vendor / supplier

Travel

• Manage travel arrangements (hotels / airlines / travel agent /Taxi / travel advances, etc.)
• Manage annual agreements for best rates with travel vendors

Other

• Any other job assignments as may be required by the Company, from time to time

Mandatory responsible manage catering and facility office