Administrative Executive

**Responsibilities**:
**Sales Activities**
- Involve with tender preparation and sales proposals provided by Sales team
- Prepare small scale costing sheet and quotations for projects variation orders and handle potential customer inquiries
- Prepare and provide departmental monthly report, invoice, PowerPoint presentations and customers survey in allowing the Sales team to obtain up-to-date information on company’s operational progress
- Maintains and update all track record pertaining to Sales, Project and Maintenance records

**Project Activities**
- Liaising with suppliers, vendors and customers on project and procurement delivery
- Liaising with Project team on preparation of documentations submissions for project variation orders
- Administer project requirements and support operations in project related procurement.
- Maintains hardware and software equipment by planning equipment procurement and maintenance, evaluating products, service, and warranties.
- Maintains and update all Purchase records (purchase orders and DO) in both electronic and paper records to monitor purchasing movement and delivery records
- Collecting, organizing, and storing information using computers and filing systems.

**Maintenance Activities**
- Responsible and ensure the company’s hotline is transferred and diverted to appointed personnel for maintenance duties’ escalation at the specific time period
- Maintains and update the IMS for every fault call received and generate monthly report for internal and external stakeholders
- Understand the maintenance duties of maintenance team to provide effective and concrete fault call routing
- Record keeping of all transmittals in both electronic and paper systems

**Admin Operation**
- Arrange and attend internal company meetings and take minutes of meeting; in addition, be able to take minutes of meeting for external meetings when applicable.
- Lead and Coordinate with all teams in ensuring proper documentations and filing in accordance to ISO requirements
- Lead and Coordinate with all teams on ISO Renewal and BCA documentation on upgrading of level in company’s level and entire group’s level
- Maintains and update all track record pertaining to Sales, Project and Maintenance records Prepares and monitors budget by gathering and organizing financial information; scheduling expenditures; analyzing variances; implementing corrective actions.
- Developing, reviewing, and improving administrative systems, policies, and procedures.
- Ensuring office is stocked with necessary supplies; stationeries, pantry items and all equipment are working and properly maintained.
- Work closely with the Building Maintenance team as the secondary support to all facilities matters happening at the company’s level. Be the point of contact to liaise with contractors should any facilities breakdown and report to Building Maintenance team after contractor attending the issue
- Maintains facilities by proposing space allocations, layouts, and floor moves of the level
- Provide orientation to new hire and student interns on company’s systems, policies and procedures
- Responsible for handling fault calls from clients and coordinate with operation departments to ensure smooth delivery of technical service
- Communicate and coordinate with operations on accuracy and completeness of records
- To follow all company business operation and Standard Operating Procedures at all times
- Participate actively in Health Safety and Environment programs and activities in order to achieve Company’s KPIs, ISO 14001 objectives and target
- Proactively rectify any abnormalities, unsafe acts or unsafe situations and report to supervisor accordingly
- Maintain high standard of housekeeping at all times
- Any project or operational duties as assigned by supervisor

**What qualifications should you have?**
- Diploma in Business Administration, Electronic Engineering or related disciplines
- Preferably with 1 year relevant working experience
- Proficient in Microsoft Office (Outlook, Words, PowerPoint, Excel)

**What attributes should you possess?**
- Meticulous and able to multi-task
- Strong organizational, administrative and time management skills with the ability to meet deadlines
- Positive working attitude, self-initiated, good communication and interpersonal skills
- Ability to work effectively as a team player and independently