Executive Administration

Job responsibilities:

Document management:

• Handle and organize department documents such as Approval Papers (AP), Quotations, Purchase Requisitions (PR), Purchase Orders (PO), Memo (if any) and Invoices (INV) for record-keeping and audit compliance.
• Issue the project PR & PO, ensure PRs and POs are issued for every project to maintain compliance and prevent audit issues.

Finance assistant:

• Budget management: assistant to prepare for the department budget, track and monitor departmental budget usage, maintain accurate financial records, and support planning through regular updates.
• Coordinate and arrange supplier payments, ensuring timely processing in accordance with finance schedules and project timelines.
• Liaise with internal teams and external suppliers to resolve issues related to documents, payments, or project coordination.

Daily operation:

• Be familiar and follow all the company internal SOP and policy, such as procurement, manpower recruitment, finance policy, etc.
• Ensure that all departmental activities are conducted in compliance with applicable laws and internal company regulations
• Maintain and update staff attendance records (daily and weekly) and manage departmental leave tracking.
• Submit weekly WIP HOD report to the Special Officer CEO for HOD weekly meetings.
• Provide support for ad-hoc tasks and administrative needs as assigned by the department or management.
• Assist in preparing meeting materials, scheduling, and taking minutes if required.

Job Requirements:

• Bachelor's degree in any field
• Able to liaise with other departments on administrative matters.
• Proactive and good at time management