Admin Support – Business Development & Operations

ETC Cleaning Services; Penang; On-site; MYR 100,000 - 150,000; Full time

Job summary

A reputable cleaning service provider in Penang is looking for an Admin Support – Business Development and Operations. The role requires at least a Diploma, with a minimum of two years of administrative experience. Responsibilities include managing admin support activities, vendor registration, and supply ordering. Candidates should be proficient in Microsoft Office, with SQL knowledge as an advantage. Ideal for self-starters who can manage priorities effectively. This position offers a chance to contribute to a dynamic team in a key support role.

Qualifications

• Minimum 2 years’ experience in an administrative role.
• Understanding and full knowledge in Microsoft Office.
• Knowledge in SQL software will be an added advantage.

Responsibilities

• Manage company’s admin support activities for Business Development and Operations.
• Assist in vendor and supplier registration and management.
• Order and ensure timely delivery of supplies to the store.

Skills

Microsoft Office

Problem-solving

Self-starter

Education

Minimum Diploma or Degree in any Field

Tools

SQL Software

Job description

Admin Support – Business Development & Operations

Responsible for managing Company’s admin support activities coverage Business Development and Operations for all working sites. This includes co-ordinating with other related departments in the Company to ensure contract and services deliveries are in accordance with the contract.

Core Job Responsibilities

Business Development

• To assist in preparing, maintaining and updating contract master tracker.
• To assist in recording and safe keep all contract-related documents.
• To assist in maintaining contract related incoming and outgoing documents and records.
• To assist the Business Development and Customer Service Department in recording and preparing daily, weekly, and monthly contract and sales related reports.
• To assist on preparation of Audit Reports as and when requested by internal and external auditors.
• To assist Business Development and Customer Service Department in all aspects such as issuance, preparing proposal and costing reports, tender document preparation, managing sales and termination work order issuance, distribution, recording and updating, and other related matters.
• To generate work orders (CWO, IWO, JCR, VWO, TMO) and Purchase Request, if required.

Vendor & Supplier Registration and Management

• To manage vendor & supplier registration for clients’, based on client/contract requirements for Company and other entities as determined by Management.
• To assist Business Development and Customer Service Department in contracting and managing customer request on contract renewal, increase and decrease in contract value.
• To attend to enquiries from traditional and digital sources, info gathering and filtering.
• To monitor monthly contract and PO renewal status and update, including LHDN stamping.
• To manage customer renewal process

Position Accountability / Scope

• To create and amend the following as per the direction of the reporting manager:
  • Contract Work Order, Initial Work Order or Variation Work Order and other documents
  • Stop Work Orders in relation to HSE Violation

Operations

• To manage and receive monthly supply orders from Operations Department. To order and ensure timely delivery of supplies to Store.
• To order new Machinery if required for new Work Orders received from Operations Department.
• To compile monthly attendance of workers and handover signed copy to Payroll Department as per the timeline.
• To compile monthly vendor service cards and handover signed copy to Finance Department as per the timeline.
• To manage, update and ensure timely tracking and renewal of the following:
  • Hostel matters – To apply, track and renew applicable licenses and rental agreements, and ensure timely payment of utility and other bills
  • Office – To apply, track and renew applicable licenses
  • Vehicles – To apply, track and renew applicable licenses and insurance
• Store Management:
  • To maintain and perform monthly stock count to ensure all supplies and stocks are correctly accounted for.
• Managing and Tracking of the following:
  • Machinery – To ensure that Loan and Pool machines are correctly accounted for and in good working condition. To ensure proper tracking of machinery movement from Store, Site and repair center.
  • Supplies – To ensure that Supplies are correctly accounted for and received from suppliers, packed according to relevant site, and delivered correctly with proper tracking and updates.
  • Ordering of office supplies as when required
  • Ordering of office snacks as when required
  • Liaising with IT support for outfitting for new hires, troubleshooting Computer and Photocopy issues
  • General upkeep of office maintenance

Position Requirements

• QUALIFICATION : Minimum Diploma or Degree in any Field
• EXPERIENCE : Minimum 2 years’ experience in administrative role
• KNOWLEDGE AND SKILLS : Understanding and full knowledge in Microsoft office, with knowledge in SQL software will be an added advantage.
• REQUIRED Self-starter, mature and independent.
• Ability to manage priorities and demands and solve problems, support Performance Manager and other departments within the organization as well as perform the duties of a supervisor as required.