I.
Job Purpose
- Ensure that daily office operations are performed in a seamless and efficient manner and maintains and manages all important documents of the organization and assures that it is easily accessible and stored that related files to the Management System.
II.
Responsibilities, Authorities and Accountabilities
- Ensures the employee brings in all paperwork necessary to complete the employment process, including the proof of educational background, citizenship and other items an individual company requires.
- Create and manage document hierarchy and process systems, take charge of all document identification, classification and filing, frequently conduct document audits confirming they are current and accurately reflect recorded evidence.
- Ensure revised documents are accessible, assist with communication during external audits, and train employees in company's controlled document processes to ensure correct handling of documents from the ground up, ensure the formatting, coding and managing of documents revisions are consistently implemented.
- Ensure that all documents are controlled and no-uncontrolled documents are distributed to the respective departments.
Retrieval of all inactive files and records.
- Assist Top Management in collecting reports, records and data as per requirements for reporting/compliance, Ensure strictly implementation of all processes and report to Top Management for any non-implementation.
- Ensures compliance with established internal control procedures by examining records, reports, operating practices, and documentation.
Verifies assets and liabilities by comparing items to documentation
- Fixed asset marking/tagging and tracking on site with the help of Storekeeper
- Conducts timely physical inventories (year-end inventory) to validate the accuracy of the records.
- Work with any internal or external personnel to ensure the protection of those assets and the accuracy of the record keeping;
- Assist in planning and performing operational, management and financial
audits if needed;- Responsible for the efficient functioning of an office through a range of administrative task.
- Implementing and maintaining procedures/office administrative systems;
- Monitor contracts, process billing, keep track of documents, arrange project schedules, supervise workers, and check in with clients.
They often work in a field office to keep a close eye on ongoing projects, or in a company's home office.
- Responsible to monitor the Corporate Compliance Program and esure that all business operations are in accordance with the laws and regulations (e.g statutory and regulatory permits or obligations)
- Develops, documents, and establishes the preventative maintenance of all facilities (both main office and stores) and utility systems, including, but not limited to, refrigeration, heating, ventilation, and air conditioning (HVAC), steam, condensate, plumbing, fire protection, and electrical systems;
- Monitoring preventive maintenance programs for facility and utility systems, components, and equipment;
- Works closely with the Equipment and Maintenance Team to distribute preventative maintenance work, collect and compile data regarding the performance of preventative maintenance, routinely evaluate the preventative maintenance program (task frequency, completion rate, timeliness, performance results, etc.)
and recommend adjustments or improvements to the program;
- Assists the Equipment and Maintenance with ensuring that all facilities are structurally sound, mechanically operational, electrically efficient, and safe by planning and scheduling recurring preventative maintenance activities
III.
Education and Work Experience
- Graduate of BS in Psychology or BS Industrial Engineer or any related courses.
- With at least (1) year experience in the same field specifically in admin functions
- Must be detail oriented, good analytical skills and flexible
- Good oral and written communications
- Highly skilled in documentations and developments
- Leadership skills is highly recommended