General Admin & Projects Assistant - INTERN

Job Title: General Admin & Projects Assistant - INTERN

Department: Medical Modality Division / Project Management department

Job Summary

To support the day-to-day activity of projects consultation that we get from the customers / distributors. The support requires archiving the documents / site photos / checklists of each project. Liaise with logistics department to track equipment status and estimated delivery. Liaise with the service team to keep track of the installation tools and its location. Update the project tracker to get latest updates about the project’s status. Issue and track quotes/invoices for installation and application support. Support in Admin tasks like Invitation letters, Letter of Authorization, Distributor agreement…etc. Support in MS reports sharing internally.

Roles & Responsibilities

GENERAL ADMIN

1. Internal Reporting for MS.
2. Issuing of all supporting documents for MS.
3. Supporting in the ringi process documentation.
4. Supporting in issuing LOA/DA.

PROJECTS ASSISTANT

1. Collect all internal documents from different departments to open project folder when a new project is awarded to FFME.
2. Track and update the status of equipment order and estimated delivery at the site.
3. Collect offers and quotations from MRI contractors that we are directly dealing with and follow up on work progress and estimated work completion / FFME payments to contractors.
4. Archive our site preparations checklists and follow up with the clients / contractors on the work progress.
5. Keep track of FFME installation tools with a list of equipment and track its location with the service team.
6. Prepare quotations and follow up on payments for installation and application support when applicable.

Principal Reporting

1. Reports to Modality Division Manager & Projects Manager.
2. Works and liaise closely with all relevant departments, Customer Service/Logistic Coordinators, SCM Operational Manager, Service Engineers.
3. Works with full initiative to establish an excellent rapport within the group his/her counterparts.

Job Requirements

1. Minimum qualification Graduate: Biomedical Engineer.
2. Has Teamwork spirit, cooperative in linking different team members together to achieve project goals.
3. Ready to Learn on job training.
4. Good communication skills & interpersonal skills.
5. Fluent in both written and spoken English.
6. Excellent experience of MS Office and Microsoft 365.