Facilities Admin Executive (Pharma/Tuas West)

Working Location: MSD 50 Tuas West Drive

Working Days: Mon - Fri

Working Hours: 8:00am - 5:00pm

Daily Lunch provided

Key Responsibilities

1. Ensure adequate format and content of invoices by category of spend (ATC/NTC/Discrete)
2. Ensure timely invoicing (reduce unbilled revenue as much as possible)
3. Escalates Collections and DO/PO issues
4. Support in the elaboration of the necessary documentation to ensure delivery of Change Controls, identifying and preparing relevant documents accurately and on a timely basis.
5. Assist in the identification of savings initiatives.
6. Support in tracking of savings initiatives and discrete work.
7. Provide administrative support for the operation of the departments and assists Account Manager in a variety of administrative matters: leaves, attendance records, overtime, payroll, training records, etc.
8. Maintain records and reports necessary to comply with Company, government, and accrediting agency standards, regulations, and codes.
9. Maintains confidential records.
10. Play a key support role in the delivery of client projects, including client liaison, contact with internal resource departments and external suppliers, and administrative work.
11. Manage the administration and smooth running of client jobs, including taking responsibility for reporting, management of client communication and program participants including contact reports, maintaining up-to-date electronic and paper files.
12. Effectively manage suppliers to ensure the highest quality is delivered and the best price negotiated.
13. Support the local team with suppliers enrolment in Construct Secure platform.
14. Any other ad-hoc tasks as a result of business requirements assigned by the Account Manager.

Knowledge, Skill and Abilities Required

1. Minimum a Diploma in Facilities Management or its equivalent
2. A proven background in the field of facility or similar related discipline
3. Working knowledge of the statutory requirements and their application in OH&S and knowledge of government agencies and key client framework
4. Computer literate in Microsoft Office and Access
5. Excellent time management and teamwork skills
6. Commitment to continuous improvement and best practice
7. Excellent grooming and personal hygiene standards
8. Self motivated and lateral thinking