Job Description

Candidate Specification

To be successful in this role we would like to hear from candidates with the following:

• Ability to quickly learn corporate systems, processes, and procedures.
• Attention to detail.
• Excellent communication skills with an ability to interact and coordinate with staff at all levels of seniority as well as external auditors.
• Previous experience working in an office administration role
• Strong MS Office knowledge with a particular focus around excel and PowerPoint.
• Knowledge in using SharePoint
• Understanding of risk management and project developmental processes
• Experience supporting audits (internal and/or external)
• Experience of presenting to groups of people
• Experience with implementing BMS on Divisional or Project level.

Mott MacDonald Malaysia is currently looking for a Business Management Systems Representative, to be the key representative across our various quality management systems. This role will see you work closely with our wide range of internal stakeholders, as well as being a key point of contact for external auditors, to ensure continuous improvement and maintain our accreditation to ISO 9001, 14001, 45001, 37001. Your experience in quality assurance and systems management within a range of industries will see you well place to develop and improve upon our current BMS and processes. BMS representatives are appointed to divisions by the Divisional General Managers (Country Manager). Their purpose is to promote, monitor and report on the implementation of BMS in Malaysia and Singapore divisions.

Key responsibilities

• Will work closely with Divisional General Managers (Country Managers) and Unit BMS Manager for Asia.
• Promote continual improvement in the application of BMS.
• Provide BMS advice to the general management and staff
• Communicate changes to the BMS, along with advice on their implications to working practices.

• Ensure BMS updates in process, guidance, requirements, and policies are communicated to the PMs and PPs (project managers and principals) through various channels like email, presentations, or newsletter.
• Review BMS dashboard for accuracy each month.

• Check BMS compliance rate and follow-up the respective PMs and PPs with outstanding BMS requirements.
• Ensure to maintain BMS KPIs through BMS dashboard.
• Investigate between FiFi eForms and IMS Records Database systems if BMS dashboard\'s data is inaccurate.
• Monthly (or weekly) follow-up PMs/PPs for overdue or outstanding eForms.
• Review the Mandatory Training Dashboard for accuracy each month.
• Work with the Divisional General Manager (Country Manager) so that the required reviews of the BMS are carried out and recorded.
• Establish and maintain records of the following BMS requirements:

• Project Reviews
• Post Project Reviews
• Customer Initiated Feedback
• Prepare the above BMS tasks and records for both internal and external audits evidence and documentation purposes.
• Internal and External Audit
• Maintain Legal Registers (involved in annual checking, updating, reviewing, and requesting for approval).
• CV Monitoring Reminders
• Contracts Central Storage

• Maintain and update central contracts register as when submitted by the PMs/PPs. The register will include all project related contracts and agreements and variations, etc. for both printed and scanned versions.
• Register of IET agreements.

• Maintain a record of IET agreements.
• Update IMS Database for BMS requirement exemptions on IET codes.
• Adhoc - as required.

#LI-SL1

Contract Type

Permanent

Discipline

Administration

Job Profile

If you don\'t have all the requirements listed

We are committed to bringing diversity of thinking into our team, which means we value alternative paths, understand there will be career gaps and we have a culture in place ready to cultivate your talent. If you don\'t have all the requirements listed above, but feel you can do this job, then we encourage you to apply.

If you don\'t tick every box in this ad, please don\'t rule yourself out. We focus on hiring people who share our values of inclusion, collaboration, adaptability courage and integrity, rather than ticking boxes - so if this role resonates with you, please send through your application.

Recruiter Contact

Shing Ying Low

Website Region

Asia Pacific

Website Sector

Corporate services

Sector

Corporate Services

Job details page image

Work pattern

Full time

Other Information

Equality, diversity and inclusion
We put equality, diversity and inclusion at the heart of our business, seeking to promote fair employment procedures and practices to ensure equal opportunities for all. We encourage individual expression in our workplace and are committed to creating an inclusive environment where everyone feels they have the opportunity to contribute.

Agile working
At Mott MacDonald, we believe it makes business sense for you and your manager to choose how you can work most effectively to meet your client, team and personal commitments. We embrace agility, flexibility and trust.

More about Mott MacDonald
We\'re a global engineering, management and development consultancy.
Our purpose is to improve society by considering social outcomes in everything we do, relentlessly focusing on excellence and digital innovation, transforming our clients\' businesses, our communities and employee opportunities.
A fundamental part of this is respecting each person\'s differences and striving to meet their needs.
Our values: progress, respect, integrity, drive, excellence

Mott MacDonald