Job Description

This opportunity will appeal to someone who thrives in the fast paced, growing company and enjoys the challenges of developing a solid corporate foundation. As the organization grows, so will the demands of this position. The ideal candidate is a hands-on strategic individual who is happy to roll-up their sleeves and move between responsibility levels. You must be able to work well independently as well as in a highly collaborative team environment. The incumbent will have a high level of influence within the organization; effective leadership skills are essential.

We are looking for a Senior Administrative Executive with 5-7 years of combined public/private office administrative experience to expertly providing a coordinated corporate support function to all departments across the globe for administrative transactional processes. This function also provides advice and user support across the local organization especially our Shared Services Department consolidates administrative functions to deliver the objectives set by the company in a cost-effective manner, promoting operational efficiencies and service improvements. To set the tone for all teams, creating a working environment that attracts and fosters employees of the highest caliber.

Job Purpose:

To plan, direct, or coordinate supportive services of our company such as record-keeping, flight and hotel booking, hotdesking schedule, office facility requirement, company secretarial update and other office support services . You will manage daily support operations of our company and plan and execute the most efficient administrative procedures

Key Responsibilities:

• Implements global company office policies and procedures, measuring results against standards, and making necessary adjustments that is local compliance.
• Answering phones calls and taking messages. Welcoming all visitors and interacting with them.
• Managing office mail box and courier, mail/bank draft collection and distribution.
• Arrange sending and receiving of parcel including liaising with custom on duties and taxes, prepares documents such as commercial invoices and product HS code for import/export of IT equipment.
• Review and verify all supply invoices against requisition
• Arrange and send invoices to functional department for review and approval
• Batch all supply invoices for account department recording and posting.
• Book meeting rooms as required.
• Liaising and supporting Facility department requirement such as office leasing, equipment repairs and maintenance, etc.
• Arrange staff travel and accommodation.
• Serve as the primary point of contact for the integration of all new office operational requirement
• Act as key support to the functional heads within the SSC to ensure the seamless transition of work into the SSC
• Work with SSC Functional heads to enhance existing operational service offering, through re-engineering and / or automation of key processes such as hot desking schedule
• Maintains office services by organizing office operations and procedures, managing correspondence, filing systems, working closely with procurement on supply requisitions, and supporting various company functions.
• Completes operational requirements by scheduling or engaging suppliers and following up on work results.
• Provides supplies by identifying needs for the operation; establishing policies, procedures, and work schedules.
• Provides communication systems by identifying needs; evaluating options and maintaining equipment.
• Completes special projects by organizing and coordinating information and requirements; planning, arranging, and meeting schedules; monitoring results.
• Maintains continuity among corporate, division, and local work teams by documenting and communicating actions, irregularities, and continuing needs.
• Contributes to team effort by accomplishing related results as needed.
• Achieves financial objectives by anticipating requirements; submitting information for budget preparation; scheduling expenditures; monitoring costs.
• Keeps management informed by reviewing and analyzing special reports, summarizing information, and identifying trends.

Required Skills

Possess leadership quality and capable of taking decisions

• Ability to think autonomously in the development of creative solutions
• Deploy best practices, driving working capital improvement, ensuring SOX compliance, and improving productivity
• Leadership skills are necessary and should be cooperative and supportive by nature.
• Excellent written and verbal communication skills, so that he/she can present his/her views with clarity.
• Sincere about work and confident about goals.
• Interpersonal skills are essential along with sensible attitude. Should be assertive, optimistic, and a good listener.
• Ability to work within deadlines and should achieve the targets. In short, must know how to manage time and prioritize work under pressure.
• Must be flexible and quick in responding within short notice period.
• Adaptable in a dynamic working environment and organizational culture.
• Proactive and should have the skills to initiate work without being directed.
• Self-motivated and determined.
• Reliable, trustworthy, and abide by the company\'s terms and conditions.
• Good organizational skills, which are essential for managing every type of administrative job responsibility.

Required Experience

• A bachelor degree in liberal arts, business management or human resource management.
• 5-7 years of experience in the field of supervisory and administrative support.
• Work experience in more than one country or area of work is considered essential.
• Account & Finance background is preferred
• Extent and level of experience in coordinating, leading and/or managing operations and administrative activities.
• Extent of understanding and experience with ERP systems and their application

Possess leadership quality and capable of taking decisions

• Ability to think autonomously in the development of creative solutions
• Deploy best practices, driving working capital improvement, ensuring SOX compliance, and improving productivity
• Leadership skills are necessary and should be cooperative and supportive by nature.
• Excellent written and verbal communication skills, so that he/she can present his/her views with clarity.
• Sincere about work and confident about goals.
• Interpersonal skills are essential along with sensible attitude. Should be assertive, optimistic, and a good listener.
• Ability to work within deadlines and should achieve the targets. In short, must know how to manage time and prioritize work under pressure.
• Must be flexible and quick in responding within short notice period.
• Adaptable in a dynamic working environment and organizational culture.
• Proactive and should have the skills to initiate work without being directed.
• Self-motivated and determined.
• Reliable, trustworthy, and abide by the company\'s terms and conditions.
• Good organizational skills, which are essential for managing every type of administrative job responsibility.

• A bachelor degree in liberal arts, business management or human resource management.
• 5-7 years of experience in the field of supervisory and administrative support.
• Work experience in more than one country or area of work is considered essential.
• Account & Finance background is preferred
• Extent and level of experience in coordinating, leading and/or managing operations and administrative activities.
• Extent of understanding and experience with ERP systems and their application

Kofax