Knowledge: Diploma/Degree qualifications preferred.
Experience: Minimum of 5 – 7 years of experience in an administrative role. Additional advantage will be office administrative experience within the oil & gas industry
Skills: Intermediate Microsoft Office skills (Word, Excel, Outlook, Power point). Great written and verbal communication skills in English
Front Desk Duties
Manage visitors and answering queries
Ensure every visitor is given the approved HSSE briefing
Receives and screens incoming calls.
Manage and distribute incoming and outgoing mails and parcels.
Arrange for courier services.
To ensure that the front desk is manned from 8-6 daily.
To ensure office reception area is always neat and tidy.
Meeting room bookings
Arrange refreshment for meeting
Ensuring employee contact detail in up-to-date in Shared Folder and MAKMAN.
New employee on boarding process: office access, tower pass, cubicle arrangement etc.
To manage business cards request according to procedure.
Receiving and Tracking Office Admin Invoices accordingly
Manage bi-weekly stock check and replenishing of Pantry items
Manage bi-weekly stock check and replenishing of Stationery items
To prepare report for utilities, stationery, pantry, copier machine usage and expenditure.
To liaise with building management (KLCCUH) on matters pertaining office maintenance.
Inspect and maintain office facilities such as replacement of light bulbs, pest control services, cleaning schedule, non M&E support etc.
To maintain an up-to-date list of floor occupancy and be ready for building evacuation exercise
Contribute ideas and works towards Happiness Initiative programmes.
To practise and impose all HSSE regulation.
To assist Travel Desk with travel arrangements for employees (Domestic only)
To ensure that travellers supporting documents are completed and approvals are obtained prior to travel date – Travel Request Form (TRF) via Oracle or manual form when required, Cost Time Request and/or special arrangements from Management
To ensure the arrangements are aligned with Travel Policy
Filing Management for Office Admin
Assist to manage the document management systems for the department and ensure documents filing follow a system that ensures easy / accessible retrieval maintaining strict confidentiality. Maintains a corresponding electronic filing system
To ensure all correspondence are shared with Executive Assistant to be saved in Management Safe
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