Key Responsibilities:
· General
- Attend to all incoming phone calls and transfer them accordingly to the respective personnel
- Ensure all daily routines such as collection, checking receiving of mails are done
- To attend to visitors and interviewees
- To perform data entry for logs and records
- Filing of records and documents in an organized manner
- Prepare meeting minutes and documentation required from time to time
- Provide and responsible for full spectrum of administrative support for various departments
- Overall responsibility to manage and execute a range of administrative functions for the smooth and safe operations in the office, making contingency plans to avoid disruption to office services
- Ensure appropriate follow-through on administrative and support actions, decisions and commitments made by Management by working with parties responsible for implementation
- Ensure all administrative records and logs are up to date
- Ensure all administrative reports are done and submitted on time
· Business Development
- Preparation of quotations, work orders and client contracts
- Liaison with clients, attending to their requests and answering enquiries
- Ensuring client contracts are up to date and following up with clients 3 months prior to contract expiry for renewal purpose
- Ensure Company Profile is updated
- Ensuring all certifications and licenses of the Company are up to date and renewed on time
- Ensure that all sales enquiries; tenders; quotations to customers; pre-contractual customer services; contract agreement; sales-related appointments; as well as sales and contract-related complaints are attended to
- Manage and document important sales and contract related correspondence
- Monitor information relating to customer perception and customer satisfaction as to whether the company has fulfilled customer requirements. In the said aspects, obtain feedback from customer on successful completion of each service encounter
- Ensure that updating and maintenance of the department’s file systems and documentation is carried out effectively
· Human Resource
- Maintain and update all employee database (iREP)
- Designate UIN to each freelancer and employee
- Organize a filing system for important and confidential employee documents (e-file & p-file)
- Attend to security applicants and liaise with Operations Team / HR with regards to offer and deployment
- Responsible for gathering necessary paperwork with the new hires before their start date (all documentation)
- Ensure PLRD notification and cessation for employment are done in accordance to PSIA time frame
- Ensure inactive staff are removed from the active list in PLRD
- Ensuring the OJT-Induction Form is returned within 14 days of deployment
- Monitor, record and report updating of particulars and site movement
- Monitor staff emplacement and update contracts and PLRD accordingly
- Ensure all HR related records and logs are up to date
- Ensure all HR related reports are done and submitted on time
· Logistics
- Ensure that new employees are issued with relevant logistics and ceased employees have returned all Company issued items
- Attend to all logistics requisitions from Sites and HQ Staff
- Sourcing and maintaining inventory management for all items in the office and all sites. Ensuring all inventory records are up to date
- Sourcing, engaging and liaising with vendors / suppliers / contractors as needed
- Resolve supply, quality, service, and delivery issues with supplier / vendor / contractor
- Responsible for daily operational purchasing needs such as planning, issuing and receiving
- Ensure all logistics records and logs are up to date
- Ensure all logistics reports are done and submitted on time
Key Requirements:
· Proven admin experience preferred, preferably in security or related industries.
· Candidates without prior experiences are welcome to apply.
· Knowledge of office management systems and procedures.
· Result and service-oriented individual who possesses initiative and good communication skills.
· A proactive team player but with the ability to work independently in challenging projects and timelines.
· Enthusiastic with a “can-do” attitude
