Admin Coordinator

Job Scope:

• Handling incoming calls, correspondence & communication support.
• Organizing meetings, briefings and department internal events including invitations, room bookings.
• Noting & distribution of minutes of meeting.
• Creating and assisting on IT requisitions for maintenance departments.
• Uploading and editing of documents on document center.
• Assist with guest hotel bookings.
• Managing stationary stock, handling stationary requisitions and support on pantry supplies if required.
• Coordination with HR on colleague related matters and extending support on maintenance recruitments.
• Oversee and manage maintenance related trackers to ensure all the information is available.
• Support general work permit processing and provide assistance for contractor pass.
• Filing and updating the required documents.
• Processing various departmental forms including leave requests and business travel authorizations.
• Raising PR’s in Oracle, printing of PO’s.
• Raising of service & consumables PR’s, invoice posting/receiving & submitting to finance.
• Support petty cash & expense reimbursement processing.
• Maintaining finance submission register for invoices.
• Support for training nominations (internal and external) – scheduling on LMS.
• Tracking, consolidation, GTR update, filing and coordination of training trackers.
• Department induction – scheduling and coordination with T&D and HR.
• Assisting new arrivals level 0-7 (introduction, stationary, IT Requisition, uniform, HR matters).
• Overseeing and supporting Kronos related activities, maintaining related trackers and reports.
• Reviewing all exceptions and discrepancies on Kronos.
• Adding new colleagues (People & Labor Application).

Essential:

• Higher Secondary or equivalent.
• At least 3 years of hands-on experience in Administrative Support role.
• Proficient in Microsoft Office Suite.
• Knowledge of operating standard office equipment.
• Excellent communication skills – written and verbal.
• Good English skills – written and verbal.

Desirable:

• Bachelor’s Degree preferred.
• Previous experience in a Maintenance Department.
• Previous supervisory role experience is an advantage
• Ability to plan and prioritize workload without supervision.
• Knowledge of Kronos and Maximo preferred.
• Managing the Time cards for Payroll.