Job Summary:
· Provide administrative support for the operation of the department and assists the FM Operations Director in a variety of administrative matters.
· Support FM sites and HQ staff
- Printing of name cards
- Staff Expense claims to be approved and submit to Finance for reimbursement
- Follow with staff to submit their leave application
- Updating site contact list
· Arranges monthly departmental meeting
· Maintain records and reports necessary to comply with Company, government, and accrediting agency standards, regulations, and codes.
· Maintains confidential records.
· Liaison and point of contact with the Purchasing, Finance, Human Resources departments.
- Get employee notice of change forms approved and submit to HR
· Support sites to get replacement staff to stand-in when staff going on leave or MC etc.
- receives sites purchase requests till PO issued to vendor
- Assist RFQ to vendors
· Prepare &submits quotations to the client
- Verification of Vendor’s invoice to secure appropriate approval
- recording approved invoices in GRR per Site Monthly (Goods Received Register) and to be submitted to Finance to process payment
- Coordinate with Finance on Billing to Client for both Base contract and Ad-hoc works
· Liaising with on-site management teams, eliciting their cooperation or informing them of developments.
· Assist in the monthly/quarterly/year-end reporting to ensure promptness, accuracy and integrity of results at the unit and department level.
· Communicate status, work activities, and potential problem reports to director, managers, team members, and others.
· Manage, tracking and reporting of ongoing activities such as of account receivables, accounts payables, client’s job/work requests, invoices, GRRs, purchase orders, vendor’s tax invoices, inventory, etc.
· To play a key support role in the delivery of client projects, including client liaison, contact with internal resource departments and external suppliers, and administrative work.
· To effectively manage suppliers to ensure the highest quality is delivered and the best price negotiated. This includes dealing with Landlord on any Facility related matter.
· Ensure compliance to Safety, Health & Environment Procedures and Reporting.
· Communicate status, work activities, and potential problem reports to director, managers, team members, and others
· Any other ad-hoc projects as assigned by the FM Operations Director
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