Senior Operations Admin

mencast offshore & marine pte. ltd.; Singapore; On-site; SGD 42,000 - 60,000; Full time

Job summary

mencast offshore & marine pte. ltd. seeks a detail-oriented Records and Compliance Officer to oversee daily operational records, waste tracking, and audit readiness. You will coordinate with supervisors and various departments to ensure complete documentation for audits and regulatory inspections.

The role involves monitoring submissions, reconciling data, maintaining traceable records and preparing management reports for review.

Responsibilities

• Review daily, weekly and monthly operational records for completeness, consistency and accuracy.
• Monitor timely submission of operational records and follow up with Supervisors on missing or abnormal records.
• Maintain oversight of record control and ensure records are organized, traceable and available for review/audit.
• Manage waste tracking system covering incoming waste, storage, transfers, treatment and outgoing waste based on unit records.
• Periodically reconcile waste quantities, tank inventory, treatment records and outgoing records; investigate discrepancies.
• Coordinate with Supervisors and Operations Admin to ensure supporting documents for waste movements are complete and maintained.
• Plan and conduct periodic internal audits on records, waste tracking, document control and procedures.
• Document audit findings and maintain corrective action tracker with PICs, target dates and closures.
• Follow up on audit findings and escalate overdue or significant issues to the Operation Manager.
• Support audits by coordinating preparation, verification and retrieval of records and documents.
• Prepare and consolidate weekly reports and other routine Operations reports for management review.
• Review plant utility consumption data and support operational cost monitoring and analysis.
• Coordinate and prepare monthly data and information for submission to relevant government authorities.
• Prepare periodic management summaries highlighting waste movements, inventory reconciliation, audit findings and outstanding actions.
• Guide Operations Admin in record management, document control, and audit preparation.
• Coordinate with Operations, Compliance, Finance, Procurement, HR on records, reporting, audits and admin matters.
• Perform other control, reporting and coordination duties as assigned by the Operation Manager.

Job description

• Review and verify daily, weekly and monthly operational records submitted by respective operating units for completeness, consistency and accuracy.
• Monitor the timely submission of operational records and follow up with respective Supervisors on missing, incomplete or abnormal records.
• Maintain oversight of operational record control and ensure records are properly organized, traceable and available for management review, audits and regulatory inspections.
• Manage and maintain the waste tracking system covering incoming waste, storage, internal transfer, treatment and outgoing waste/products, based on records submitted by respective operating units.
• Perform periodic reconciliation of waste quantities, tank inventory, treatment records and outgoing records, and investigate or follow up on identified discrepancies.
• Coordinate with respective Supervisors and Operations Admin to ensure supporting documents for waste movements and operational activities are complete and properly maintained.
• Plan and conduct periodic internal audits on operational records, waste tracking, document control and compliance with established operational procedures.
• Document internal audit findings and maintain the corrective action tracker, including responsible PICs, target completion dates, supporting evidence and closure status.
• Follow up on audit findings, record discrepancies and outstanding corrective actions with respective PICs, and escalated overdue or significant issues to the Operation Manager.
• Support internal audits, external audits, customer audits and regulatory inspections by coordinating the preparation, verification and retrieval of required operational records and supporting documents.
• Prepare and consolidate weekly reports, huddle reports and other routine Operations reports for management review.
• Review plant utility consumption data and other operational information prepared by the Operations Admin, and support operational cost monitoring and analysis.
• Coordinate and prepare monthly operational data, statistics and supporting information required for submission to relevant government authorities.
• Prepare periodic management summaries highlighting waste movements, inventory reconciliation, record status, audit findings, outstanding actions and other key operational issues.
• Guide and support the Operations Admin in record management, document control, and waste tracking support, audit preparation and routine administrative activities.
• Coordinate with Operations, Compliance, Finance, Procurement, HR and other relevant departments on operational records, reporting, audits and administrative matters.
• Perform other operational control, reporting and coordination duties as assigned by the Operation Manager.