Job Description

Roles and Responsibilities
General Procurement
Responsible in processing Purchase Requisition Form for general procurement and producing Purchasing Order as required.
Responsible in maintaining all documents that related to procurement process.
Responsible in coordinating and monitoring any payment preparation to company vendors.
To do periodically benchmarking on new vendors / supplier and yearly evaluation.
Strong relationships with vendors and keep price data in order to get the best pricing on supplies and services.
Scouting new vendor / supplier for comparison purposes.
To ensure that all procurement activities are comply with Procurement Policy.

Office Management
To assist the HSE team in ensuring a conducive and safe working environment.
To assist in maintenance & service/renovation activities to ensure that works undertake by contractor.
In-depth understanding of project management i.e. small renovation projects (RM5-10mil) and knowledge in auto-cad.
To monitor office facilities such as meeting room and archive room are properly managed.
To assist the HSE team in compliance and maintenance of fire safety equipment to keep office premises safe from fire or other hazards.
To maintain and monitor company decorations (plant/painting/cleanliness etc.).
To assist in monitoring any of Pest Control activities.
Working knowledge of office equipment's i.e. photocopy machine & printing machine.
To ensure that office utilities are manage properly.
Full knowledge of office management systems and procedures.

Company Fixed Asset
To assist in disposing of company's Assets activities.
To ensure that Fixed Asset Management activities are comply with Standard Operating Procedure.

Office Supply and Stationeries
To ensure that inventory of office supplies and stationery is properly maintained and controlled.
To maintain and update price quotation and other related information from suppliers.
To monitor the internal request of stationery is handled properly and deliver to the requestor in timely manner.

Company Motor Vehicle/Parking, Petrol & Toll
To maintain and monitor the usage of company car including the progress of routine services.
To monitor road tax/insurance renewal and car maintenance service.
To monitor and maintain Touch N Go Card and PETRONAS smart pay card record usage.
To monitor new parking registration and invoice charges.
To ensure that company motor vehicles are well maintained and properly managed.

Communications and Correspondences
To assist in the task related to the maintenance of key phone system i.e. new telephone line application, adding extension line/number etc.
Responsible in monitoring of all incoming and outgoing mails and ensuring the distribution of the mails are in timely manner.
To update / prepare monthly Administration duty roster.
To produce professional-quality reports and presentation slides.
High level of verbal and written communications skills i.e. memo, circular, proposal and business letters.

General Administration Activities
Document Management System - managing, maintaining and updating proper documentations and filing.
Supervise and advise the team in the department such as Executive, Drivers, Despatch and Receptionist.
To monitor administration budget and expenses.
To provide staff uniforms for all Drivers and Despatch in timely manner.
To assist in monitoring of the day-to-day tea-lady activities.
To monitor Admin Store and full knowledge of inventory management.

Environment, Social & Governance (ESG)
Basic understanding of ESG.

Others
To relief Pool Driver and Dispatch as when as required.
Binding, photocopy and laminating (if any).
To provide statistical and budget report i.e. Cost Benefit Analysis.

Requirements
Minimum Degree in Business Administration, Engineering and related field.
Good communication skills in English and Bahasa for both written and oral.
Pleasant personality.
Highly motivated and good teamwork.
Able to work independently.
Mature, punctual and disciplined individual, taking his job and responsibility seriously.
Reliable, hardworking and able to take and carry out instructions.
At least 5 years working experience and corporate office exposure is advantage.
Proficient in MS Office Applications, i.e. Word, Excel, PowerPoint and Outlook.
Experience in SAP and Autocad is added advantage.