Executive, Business Administration & Support

Job Title

Executive, Business Administration & Support

Reports To

Assistant Manager, Business Administration & Support

Position Summary

This role is accountable for executing the procurement and delivery of uniforms, accessories, and non-stock items for departments such as Flight Operations, Dispatch, and Navigation Documentation. Responsible for managing hotel reconciliations and payments, tracking contract expiries and renewals, and executing procurement activities. Additionally, the individual will provide administrative support to the Fleet Operations and line manager, assisting with scheduling, meetings, and documentation.

Qualification & Working Experience

1. Possess a degree in any discipline with 5 years of working experience, preferably in operations areas, or
2. Diploma in any discipline with 7 years of working experience, preferably in operations areas, or
3. High School Certificate (STPM/SPM) with 10 years working experience, preferable in operations areas.

Key Accountabilities

1. Accountable for review and monitoring of the monthly submission of invoices from hotels/airport transfer providers in the finance system (AirPas) to ensure that submissions adhere to the approved quarterly budget availability and include all necessary supporting documents.
2. Conduct invoice matching by cross-referencing flight data with the number of rooms invoiced and corresponding rates to ensure accuracy and completeness. Any discrepancies identified by AirPas will be addressed, and once confirmed as matched, the invoice will be approved for payment.
3. Monitor the progress of payment completion for all crew hotels and airport transfer companies to ensure that payments are made in accordance with the contractual payment terms.
4. Compile and track EVS on crew hotel accommodation & airport transfer budget and expenses and produce monthly report.
5. Monitor the validity period of agreements with crew hotels and airport transfer services and escalate to the Assistant Manager Travel, Uniform and Logistics to initiate sourcing events when necessary.
6. Initiation and assist for procurement documents, managing the procurement process from Purchase Request (PR) initiation to payment completion, and ensuring compliance with procurement policies.
7. Collaborate with the Head of Operations Planning & Support to perform any additional tasks as delegated, contributing to the overall success of Flight Operations.

Personality Traits

1. Knowledge in IT, Document Management, Understanding of workflow and processes.
2. Knowledge on flight operations policies and procedures and procurement policies is an advantage.
3. Must be meticulous to details and process driven especially in handling bulk indent and flight crew personal files.
4. Ability to perform data analysis and recommended analytical decision.
5. Strong organising skills and excellent communication needed to liaise with suppliers, HODs and external parties.
6. Excellent verbal communication, and the ability to convey important information clearly and effectively.
7. Good at problem solving and multi-tasking.
8. Confident, proactive, and willing to take on workplace challenges.