Job Description

Hierarchy

POSITION : Associate, Office Services

REPORTING TO : Head, Office Services

DIVISION/DEPARTMENT : HR & Administration

LOCATION : KL Office

1. KEY OBJECTIVES

• Responsible to provide assistance in general office administration and support services and transportation services for senior management and visitors from Bangkok office.

2. PRINCIPAL ACCOUNTABILITIES

• Ensure prompt scheduling of assignment for drivers for airport transfers, pick up and dispatch.
• To manage efficiently the car lease for operational cars and Thai Secondees cars with 3rd party vendor on the maintenance and inspection of the cars
• To manage the logistics requirement for all Corporate visitors to MY Asset
• To ensure that all drivers are punctual for all assignments and act as a \xe2\x80\x9cback up \xe2\x80\x9c driver as and when required.

MUST DO:

• Ensure quality standard and services are provided at all times.
• Must ensure that all drivers and self-practice safe driving, safe practices and consciousness in driving while on duty.
• Must keep confidentiality of all tasks assigned.

2. PRINCIPAL ACCOUNTABILITIES

• Take care of incoming and outgoing documents, ensure that all correspondences are registered as per PTTEP procedure for further reference
• Keep and maintain database and document filing system
• Distribute or circulate documents
• Coordinate with internal and external parties in the arrangement of meetings, trainings, seminars and business trips including facilities and accommodation booking and prepare relevant documents for approval
• Maintain and ensure availability of department\'s stationary/equipment in stock to be ready for use at all times
• Be a focal point in consolidating reports, presentations, etc.
• Perform business transaction e.g. expense clearing, purchase order, service order, invoice verification as request
• Assist in department special assignment e.g. department budget consolidation, project team member

3. KEY AUTHORITIES

• Nil

4. WORKING RELATIONSHIP

Internal

The Dept./Line Managers/Executives/Secretaries on office services/admin related matters.

External

Nil

5. QUALIFICATIONS AND EXPERIENCE

Mandatory

• Minimum SPM or equivalent.
• Minimum 5 years\' relevant working experience.
• Ability to communicate effectively in English and Bahasa Malaysia; good oral and written skills.
• Working knowledge in Microsoft Office (Word, Excel, Powerpoint) is an advantage.

CORE Competencies

Explorer - Eager to learn and seek for new challenges

Innovation - Test to perfect ideas

Integrity & Ethics - Act without bias

Passion - Never give up with can do attitude

Performance Excellence - Be decisive and accountable for own and team\'s decision

Responsibility for Society - Live with strong sense of social responsibility

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Synergy - Collaborate well with others

Trust & Respect - Earn Trust and Trust Others

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