Job Description

Job Title

Operations Assistant

LOCATION

Kuala Lumpur

JOB FUNCTION

(Main Purpose of the Job)

To assist with the administration requirements of the Operations Department.

REPORTING RELATIONSHIPS

This post reports to the Malaysia Country Manager

Role of the Department

DUTIES

• Updates and records overseas visas for Survey Specialists, monitors for areas with inadequate visa cover and applies for new visas as necessary. Responsible for obtaining necessary documentation required by visa application e.g. criminal record checks.
• Assists with travel arrangements for Survey Specialists including flights, car hire, hotels etc and advises all relevant parties of arrangement
• Maintains survival and medical records for all offshore personnel and arranges for personnel to attend renewal courses or medical when necessary.
• Arranges for offshore personnel to attend induction courses and maintains records of courses and schedules renewals as necessary.
• Establishes records for the new start offshore personnel and ensures all certification of documentation is in place to enable them to travel to client sites.
• Responsible for ordering PPE from suppliers that is to a required standard and to the best financial arrangement for the company. Orders PPE for Field Engineers and maintains record of issue.
• Administration of all passport renewals and 2nd passport applications and maintain records to track expiry.
• Distributes and controls documentation originating from the Operations Department e.g. memos , etc.
• Checks invoices to the operations department, deal with any queries and processes invoices in accordance with internal procedures. Includes invoices from travel agencies, health providers and taxi providers.
• Raises purchase orders using spendmap and acknowledge receipt upon goods/service delivery.
• Contributes to company QA by ensuring all output is to company policies or procedures.

The above list of duties are not intended to be exhaustive but details the major tasks of the post. The postholder will be required to undertake such other duties which might reasonably be expected and which form part of the function of the post.

REQUIRED QUALIFICATIONS

• Strong Microsoft Office skills including Excel, Word and PowerPoint
• Proactive
• previous experience in a administration rolle

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