Admin Assistant

About the role

Under direct supervision of HOD, provides general administration support for HSE Corporate; administrative matters coordination with Procurement, Finance and ISD.

Responsibilities

• Raise MCRs for procurement matters and follow up on PR/PO/IP/GR.
• File necessary administration documents such as MCRs/POs, IT issuance forms, etc.
• File delivery orders, MCRs, purchase orders, memo faxes, correspondences, etc.
• Assist, coordinate and support in HSE related invoices / General Invoices / Back charge with other dept.
• Verify IFS/SAP/K2-related data for administrative support.
• Coordinate and liaise with ISD for IT-related items for HSE.
• Collate, issue, and purchase stationery and other items (printing, name plate, name cards,
• pantry items, etc.) and be responsible for replenishing them.
• Petty cash reimbursement matters for HSE Corporate and related personnel.
• Perform monthly and yearly inventory on PV and pass it to accounts.
• Keep HSE files organized, maintain historical reference, and record data.
• Monitor and maintain printer/copier matters.
• Maintain office NB updates.
• Timesheet, etc. Record and submit timecards for HSE staff.
• Assist in applying for JI passes via HRD for HSE staff and HSE guests/vendors/contractors.
• Assist and support department/Company event activities (such as Heng Kang, 7th Month, etc.).
• Assist in maintaining office equipment and HSE assets.
• Assist in prepare tender documents exercise eg: align word documents with new requirement/logo.
• Record minutes during internal meetings/discussions.
• Any other admin job assigned by department manager/HOD.
• To be proactive in creating a safe working environment for everyone and ensuring that HSE inhouse rules are observed at all times.
• To consider HSE aspects when planning and carrying out tasks to eliminate and reduce HSE hazards, aspects and risks
• Main Requirements
• Office Skills Certificate or "O" Level.
• 1 -2 years of relevant working experience in office environment.
• Computer literate in MS Office Word, Excel, PowerPoint.
• Proficient in SAP is advantageous.
• Other Requirements
• Well organized, meticulous and detailed.
• Positive attitude with good interpersonal skills.
• Be able to work together as a team, and/or independently, with minimal or no supervision.
• Be able to work under pressure.
• Be able to multi-task efficiently.
• Know how to priotize tasks given accordingly.
• Education Qualification
• "O" or "A" Level Certificate or equivalent.
• Diploma holder in any field.
• Job Experience
• Preferably 2 years of relevant experience in office administration in MNC environment. (For Admin Assistant)
• Those with no experience will be considered based on qualification, and relevant soft skills.

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