ADMINISTRATION OFFICER (Project site)

Job Overview:

The Administration Officer will be responsible in handling the project administration and provide support to other functions such as Finance, HR, IT, Health and Safety related to the projects. 

Main Accountabilities:

1. Project Administration

Point of contact in the office (including candidates attending for the interview)Office custodian of anything related to the projects, keys, important documents, IT asset, etc.Assist in the project billing documents preparation, notary. Monitor inventory, purchase of office and pantry suppliesMonitor Mobile loads usage of expatsEnsure that the office is well maintained properly organized to accommodate and maximize the seating capacit, seat arrangement for newcomer.Ensure that the conference rooms and IT accessories are accessible anytime, and properly maintained furniture, that pantry appliances are use properly, that restrooms are properly maintained. Ensure proper usage of project vehicles, by reviewing daily trip tickets of the drivers (including overtime and fuel filling)Supervise utility personnelAssist office staff concerns that needs coordination with other concerned departments or other projects, ensuring support as needed.Ensure that water supply and power supply (fuel) are all time availableInterface with consortium site admin officerMonitors expat housing rental due dates, utilities usage and process payments.Monitors and attends housekeeping schedules and repairsEnsure that expats have car transport daily when in need on weekends

 

2. Finance Department Support

Manage petty cashReview and correct SOAPreparation and submission of RFP for SAP creationCollection of OF's, consolidate and make report for Finance TeamMonitors expensesMonitors and process expense claims of PMAnother clerical works like preparation of forms requirement for Finance - CA, vendor details

3. HR Department Support

Attendance and OT monitoring (including timesheet, leave)Preparation and consolidate documents as required by HRFacilities scheduling of Visa of ExpatsDistribution of IDs, HMO cards.

4. IT Support

Equipment distribution and monitoringBasic trouble shootingCoordinates with IT personnel laptops concernsCoordinates with IT provider in case of internet disruptionSet laptop for new joinersPrepare requisition

5. Health and Safety Support

Coordination with Client for endorsement of new joinersCoordination of safety and security of the Project Office and external parties