About Your Job :
As Administration Assistant you will provide administration support for the smooth functioning of the back office operations in an effective and efficient way.
You will handle confidential and sensitive issues involving continual inter-departmental relations. You will represent the team through correspondence, telephone and personal contact.
Key accountabilities include but not limited to the following :
Perform advanced, diversified, and confidential administrative and secretarial support. Handle a wide variety of situations and tasks involving the clerical and administrative functions of the office.
In consultation with the team generate business documentation, including presentation creation spreadsheet preparation and distribution.
Prepare charts and compile reports as needed and ensure that all files are complete and properly maintained.
Perform administrative tasks based on set procedures, establish and maintain filing systems, categorize and maintain manuals, invoices, manage and co-
ordinate travel needs and other source data.
Respond to complaints and requests for information and assistance, interpret and explain procedures and policies pertaining to internal inquiries of staff.
Attend and take notes at meetings, coordinate travel arrangements, records of Communication (documents, E-mail) to meet the requirements of the team.
Upload duty roster in the eTAS (Electronic Time and Attendance System) for employees, ensuing all rosters are uploaded timely, and any changes made on employee schedule are updated in the system on time to avoid any discrepancies and ensuring system accuracy.
Work with all employees, in a consultancy role, assist employees on their queries and concerns, ensuring information provided are accurate and in a timely manner, e.
g. : applying vacation leaves / Emergency Leave in GEMS, accommodation change, applying for RP / Airport Pass, RP / Airport renewal and enrolling themselves for mandatory training.
Collect, review, and submit all documents related to employee request to HR for necessary approval, follow up with the concerned person for statues update and inform the employee accordingly to ensure flawless communication process.
Coordinate with concerned party to arrange female transportation, ensure bus pick up / drop off time is synchronized with duty roster at all time to support operational requirement.
Order and control all inventory of stationary items, maintain and replenish inventory, anticipate needed supplies, track office expenditures by recording expenses.
Coordinate with HR on new joiner’s joining formalities and department induction, offering assistance to new staffs, supporting new joiner in settling down in the new role.
About You :
To be successful in this role, you should have / be :