Executive, Administration (Cyberjaya)

Be among the first applicants.

Opus Consultants

Selangor

MYR 30,000 - 60,000

Be among the first applicants.

5 days ago

Job description

Key Responsibilities

Operations
Maintain and take care of company asset management (fixed assets, company vehicles, OCW guest house, etc.) to ensure assets are well maintained.
Prepare and issue Customer Satisfaction Survey (CSS), Customer Satisfaction Assessment (CSA), and Customer Performance Assessment (CPA) forms for hospital customers.
Update financial data accurately and timely in the Engineering Cleansing Linen Inventory Procurement (eCLIP) Asset and Services Information System (ASIS) to ensure financial data integrity for effective decision-making.
Coordinate monthly service fees and other invoices, as well as statements of accounts, with the Ministry of Health (MOH).
Administration
Make necessary administrative arrangements (flight, accommodation, etc.) as required by staff to ensure smooth and well-organized travel.
Coordinate the provision of safety shoes and staff uniforms in line with the employee handbook's yearly entitlement.
Prepare documentation for staff uniforms, safety shoes, ID badges, etc., and manage the distribution process to support staff readiness to work on-site.
Prepare, distribute, and maintain correspondence memos, notifications, letters, faxes, and forms as per Healthcare Support Services management direction, ensuring confidential filing in an easily accessible format.
Coordinate the maintenance of company assets such as air conditioning units, vehicles, and office automation to extend asset lifespan. Register company assets in the designated system (eCLIP).
Coordinate office housekeeping and cleanliness to maintain a conducive working environment.
Manage office supplies to sustain stock levels for daily operations cost-effectively.
Human Resources
Monitor staff management (attendance, overtime, staff claims, etc.) to ensure compliance with company regulations and code of conduct.
Assist with HR-related matters (interviews for vacancies, recruitment, resignation processes, etc.) to ensure smooth and manageable processes.
Prepare payroll documentation and reports, including calculating staff overtime claims, final salary documentation for resignations, absconded and retiring staff, and monthly Performance Incentive Scheme (PIS) forms accurately and timely.
Monitor and review staff attendance in the HR system and thumbprint system to verify accuracy in relation to claims and leaves.
Update and record staff data in the HR system, including personal files, to ensure timely staff entitlements and effective management decision-making.
Coordinate all related recruitment processes such as staff induction and prepare new recruit staff data to contribute to positive staff experience and support business operations in filling vacancies effectively.
Monitor and process staff benefits and welfare (employer confirmations, guarantee letters, gifts, donations for death, SOCSO claims, etc.) in accordance with company provisions.
Assist in conducting staff grievances and disciplinary matters by undertaking investigations and counseling procedures.
Analyze overtime (OT) for all services and highlight increasing OT trends to all Facility Heads to support cost control.
Manage training and event arrangements such as booking venues, setting up training materials and equipment, and compiling evaluation forms to contribute to the effectiveness of training and events.
Finance & Procurement
Coordinate financial processes (petty cash reimbursement, bills/invoices, payments) in line with company standard operating procedures (SOP).
Ensure deductions and other payments are processed efficiently.
Create Requests for Quotation (RFQ), Purchase Requisitions, Quotation Comparisons, Purchase Orders, and monitor invoices (system and hardcopy) to enable the company procurement process in accordance with company policies and procedures.
Maintain petty cash/reimbursement processes according to the SOP in a timely manner to support business operations.
Health, Safety, Security & Environment
Comply with Health, Safety, Security & Environment (HSSE) regulations at the workplace.
Support company programs and activities related to HSSE and LEAN, such as toolbox sessions at the agreed frequency set by management.
Documentation & Governance
Manage communication with internal and external parties (staff, customers, vendors, building owners, etc.) to ensure daily tasks are well managed.
Prepare minutes of operational meetings in a timely and accurate manner to support operational decision-making.
Assist with record management (maintenance, updates, safekeeping, etc.) for the Admin, HR, and Finance departments to comply with company’s Policy, SOP, and guidelines.

Job Requirements

Bachelor’s degree or equivalent in Human Resource Management, Business Administration, or any related field.
At least 4 years of experience in environmental management.
Previous experience in an administrative role, preferably in a healthcare setting.
Basic understanding of HR principles, financial processes, and procurement procedures.
Strong organizational and time management skills.
Good interpersonal and communication skills.
Proficiency in Microsoft Office Suite and familiarity with relevant administrative software.