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Assistant Manager - Administration Unit

Full-time

Shah Alam, Selangor

Administrative / Clerical

1 month ago

PHB’S SUBSIDIARIES

Monitor and manage the needs of clients regulated by PHB, provide services, office equipment and goods facilities as stipulated in the contract that has been signed and ensure that the client is satisfied with the service provided by PHB.

OFFICE MANAGEMENT

To ensure a conducive and safe working environment.
To assist in maintenance & service/renovation activities to ensure that works undertake by contractor.
In-depth understanding of project management i.e. small renovation projects (RM5-10mil)
To monitor office facilities such as meeting and archive room are properly managed.
To assist in the HSE compliance and maintenance of fire safety equipment to keep office premises safe from fire or other hazards.
To maintain and monitor company decorations (plant/painting/cleanliness etc.).
To assist in monitoring any of Pest Control activities.
Working knowledge of office equipment’s i.e. photocopy machine and facsimile machines.
To ensure that office utilities are manage properly.
Full knowledge of office management systems and procedures

FIXED AND COMPANY’S ASSETS

To assist in disposing of company’s Assets activities.
To ensure that Fixed Asset Management activities are comply with Standard Operating Procedure.

OFFICE SUPPLIES AND STATIONERY

To ensure that inventory of office supplies and stationery is properly maintained and controlled.
To maintain and update price quotation and other related information from suppliers.
To monitor the internal request of stationery is handled properly and deliver to the requestor in timely manner.

COMPANY MOTOR VEHICLE/PARKING, PETROL AND TOLL CARD

To maintain and monitor the usage of company car including the progress of routine services.
To monitor road tax/insurance renewal and car maintenance service.
To monitor and maintain Touch N Go Card and PETRONAS smart pay card record usage.
To maintain and monitor new parking registration and invoice charges.
To ensure that company motor vehicles are well maintained and properly managed.

COMMUNICATION AND CORRESPONDENCES SERVICES

To assist in the task related to the maintenance of key phone system i.e. new telephone line application, adding extension line/number etc.
Responsible in monitoring of all incoming and outgoing mails and ensuring the distribution of the mails are in timely manner.
To update / prepare monthly Administration duty roster.
To produce professional-quality reports, presentations and briefs
High level of verbal and written communications skills i.e. memo, circular

GENERAL ADMIN ACTIVITIES

Document Management System - managing, maintaining and updating proper documentations and reports filing.
Supervise company’s Pool Driver cum Office Assistants, Dispatch cum Office Assistant, Receptionist cum Admin Assistant and Admin Clerk
Monitor utilization of department CAPEX & OPEX, to ensure spending is within the approved budget.
Monitor the achievement of all Time Charter activities and timely completion of the quarterly report by the respective staff.
Ensure zero audit findings on compliance to all department documented processes.
Completion of Risk Assessment in Risk Management System (RMS)

OTHERS

To undertake ad-hoc functions such as involve in company’s events (Training program, lecture series, company special event etc.).
Relief Pool Driver cum Office Assistants and Dispatch cum Office Assistant as when as required.
Binding, photocopy and laminating (if any).
To undertake special assignments that relate to the job scope as and when instructed by HOD and Management.
Familiar with basic pivot-tables as well as Power BI
To provide statistical and budget report i.e. CBA
Ability to multitask and prioritize daily workload

QUALIFICATION AND EXPERIENCES

Minimum Diploma or Bachelor Degree qualification
Good communication skills in English and Bahasa for both written and oral
MS Office and other computer-aided software’s
Mature, punctual and disciplined individual, taking his job and responsibility seriously
At least 7 years working experience and corporate office exposure is advantage
Proficient in MS Office Applications, i.e. Word, Excel, PowerPoint and Outlook.