Job Purpose :

To process and coordinate activities pertaining to operations support at project location. To coordinate with various departments and stakeholders and deliver duties in a timely and efficient manner to ensure adherence to internal procedures and the provision of a high-quality service to the team.

Key Accountabilities :

Operations Support :

• Perform the day-to-day administration support needed by the department and maintain updated computerised records of activities to help in ensuring high productivity and a smooth flow of activities.
• Assist the line manager in any work needed such as drafting agreements, researching for suppliers, analyzing supplier evaluation results, updating records and maintenance plans, coordinating meetings with tenants and customers, etc. to ensure that the necessary support and coordination is being provided to the line manager and the team

Purchase Orders :

• Coordinate with the Purchasing department to receive Quotations provided by suppliers, prepare Purchase Orders and Vendor Contracts, and forward same for approval to the line manager (depending on the delegation of authority and purchasing policy).
• Follow up with the line manager on the status of reviewing and signing Purchase Orders, make any necessary amendments as advised, forward same to suppliers, and follow up with suppliers on delivery to ensure the provision of products/ services on time.
• Receive invoices from suppliers, vendors and proactively seek approval of the line manager on same as per the set standards and policies, post the invoice on the Navision system, and send the invoice – along with all relevant documents – to the Finance department with the proposal transmittal for processing.
• Maintain records of all Purchase Orders sent and invoicing transactions, and update the log regularly to ensure that all data/ information pertaining to purchases is accurate and up to date.

Staff Record Management :

• Process leave applications by receiving same from employees, acquiring the required sign-offs and approvals on them, and sending applications to the HR department in order to coordinate the employees’ leaves and receive the HR department’s approval on them.
• Follow up with the line manage on the completion of the Annual Leave Planer, maintain record of same, and ensure the aliment of the Planer’s data with the leave applications to ensure that minimal deviations to planned leaves/ holidays take place so as not to interrupt the flow of operations.
• Consolidate information related to employees overtime and liaise with line manager and HR Department to obtain necessary approvals.

Administration :

• Initiate resourcing requests (against resignations) by drafting the requests according to set policies, communicate the requests to the HR department for processing, and follow up with the HR department on the progress of sourcing new employees to fill identified manpower gaps.
• Handle all archiving, filing, and record keeping of all documents pertaining to employee training, Standard Operating Procedures (SOPs), contracts and agreements, supplier quotations, purchase orders, etc. to ensure easy future reference to them.
• Attend meetings as necessary and prepare Minutes of Meetings accordingly while ensuring a proper reflection of meeting points and decisions, and circulate the Minutes of Meetings to the concerned parties upon the approval of line manager.
• Coordinate with other departments all efforts needed to ensure that medical, visa renewals, training, etc. are being conducted on time to support employees and maintain a smooth follow of operations.

Qualifications, Experiences, Skills :

• Diploma in Business Administration or any related field
• 3 to 5 years’ experience in coordinating operations and facilities management related tasks and activities; exposure to technical items, and facilities management and maintenance jargon; knowledge of basic HR and procurement functions is preferable
• Coordination skills, time management skills, organisation, numerical and problem solving skills, communication and interpersonal skills, typing skills, computer proficiency, and multiple stakeholder management skills

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