Job Title
Operations Administrator
Location
Singapore
Responsible to
Facility Superintendent
Main purpose of role
The Operations Administrator offers assistance to all departments and serves as a backup when needed. Essentially, this role entails versatility and flexibility, encompassing various responsibilities to maintain seamless operations in the office.
Office Administration:
1. Monitor and oversee to the general upkeeping of the office
2. Coordinate meetings and functions for THREE60 Singapore office
3. Procurement and proper management of office supplies and assets
4. Assist with all travel, hotel & airport transfers for THREE60 offices SG/KL/TH employees.
5. Responsible for office administration payments within reasonable time to ensure business continuity (office courier service, office telephone, office cleaning services, office utility bills (power, water, wifi, security), office catering & lunch management services)
6. Maintain and file all business records in a systematic manner
7. Documentation and Record Keeping - Assist in maintaining accurate and up-to-date records related to Office / HSE
8. HR & Training Support:
· Assist in monitoring staff leave
· Assist in organizing and coordinating office and offshore training programs eg HSE.
· Help maintain training records for employees
9. Communication:
· Support the communication of corporate, HR, HSE and operations information to employees
· Assist in creating and distributing awareness materials
10. Administrative Support:
· Provide administrative support to all department including scheduling meetings, preparing documents, and maintaining calendars
11. Inspections and Audits:
· Participate in regular inspections to identify potential hazards in the workplace.
· Assist with internal and external audits to assess compliance
12. Contribute to the preparation of reports for management and regulatory authoritie.
13. Actively participate in initiatives that promote a culture of safety within the organization
14. Manage travel/logistics arrangements for office staff (eg. Flight bookings, itinerary, accommodation, visa/work permit applications, etc)
15. Monitor the staff database; project schedule and certificates register (including training certificates, licenses and client specific offshore requirements), valid vaccinations and passports in the company information systems ensuring up-to-date data availability at all times and organise the timely renewal of documents
16. Other operational matters as required.
The above is an outline to key duties and accountabilities, rather than an exclusive or exhaustive list of responsibilities. The postholder is expected to undertake any tasks which may reasonably be expected within the scope of the position.
Emergency Response
1. Assist as scribe and in managing crew matters
Knowledge & Qualifications
1. Able to demonstrate continuing personal and professional development is essential
2. Experience with office administration is essential
3. Experience with crew matters and logistics is preferred
4. Experience with marine or oil and gas is highly advantageous
Skills & Experience
1. A motivated self-starter, proactive, flexible and able to respond positively to challenge and ad-hoc requests
2. Ability to contribute to the team, but equally work on own initiative with minimum supervision
3. Strives for continuous improvement; brings solutions and constantly seeks new and better ways to work.
4. Maintain a safe working environment, complying with and promoting the Company’s HSE policy and processes
5. Works collaboratively within a team environment and takes initiative to get things done
6. Ability to communicate in a respectful manner, both verbally and written.
7. Actively shares Company vision and demonstrates ability to adapt to change
