JR. ADMINISTRATIVE ASSISTANT - FC03 (ALT1692)

Bachelor of Business Administration (Management)

Nationality: Any Nationality

Vacancy: 1 Vacancy

Job Description

Job Purpose: To provide administrative and clerical assistance to the department to attain efficiency and effectivity, which is key to achieving the company/department's goals.

Key Result Areas:

1. Act swiftly on customer feedback concerning delivery notes, wrong encoding, and others to facilitate proper month-end reconciliation and accurate invoicing.
2. Validate and adjust data entries against production reports to ensure accurate documentation and reporting.
3. Place consolidated orders for office supplies and apply control measures to reduce office stationery costs.
4. Answer all incoming calls in a pleasant and polite manner, take messages, and redirect calls to appropriate colleagues to help customers.
5. Perform general clerical duties that include, but are not limited to, photocopying, mailing, and document control, which will complement the department's goals.
6. Carry out Time & Attendance (TAAS) related work to ensure employees' timesheets are aligned for payroll.
7. Seek guidance and approval from the reporting manager on any amendments to delivery notes and the various production reports to rectify any errors.
8. Ensure compliance with all Health and Safety policies to maintain a safe work environment for yourself and colleagues.

Job Context:

It is vital for the Customer Development Department to ensure proper usage of the system in place to maintain a systematic and coordinated approach with other departments and clients. Usage of ERP is widely spread across the department, and the admin clerk has major involvement with the system.

Accordingly, the jobholder is responsible for adhering to respective procedures ratified by the company in registering and securing all documentation under proper storage. The admin clerk is also responsible for looking after the timely dispatch of outward emails as directed by the superiors.

Number of Transactions to Review and Action:

• ERP Orders: vast amount of daily ERP order transactions (approx. 30 a day)
• TAS: daily monitoring of staff attendance (min. 134 staff)
• Internal communication with EKFC staff: daily minimum of 15
• Supports administrative and office works to the dept.: daily minimum of 10

Knowledge, Skills & Minimum Experience:

Education Qualification: Secondary school certificate

Work Experience: Minimum of 2 years' experience in the hospitality industry; at least 1 year experience in a similar clerical/office administrative role.

Skills: Working experience with ERP, knowledge of Timesheet, competent in Microsoft Word, Excel, PowerPoint. Excellent communication skills, attention to detail, excellent interpersonal skills, understanding of numbers, and proficient in data entry.