Administration/ General Affairs Executive

Role & responsibilities

1. ISO & Documentation

• Basic working knowledge of ISO 14001:2015 and ISO 45001:2018.
• Maintain GA-related documents, records, checklists, and audit evidence.
• Support internal and external ISO audits and ensure all relevant documentation is updated and maintained.

2. MIS & Management Reporting

• Prepare monthly GA MIS reports.
• Maintain accurate data and records required for monthly reporting.

3. Telephone & Communication Management

• Attend incoming calls and forward them to the relevant department/person.
• Maintain and periodically update the company's telephone/contact list.
• Manage corporate SIM cards and other telecommunication-related requirements.

4. Meeting Room & Guest Management

• Arrange meeting rooms, refreshments, seating, and other requirements for management and guests.
• Coordinate guest visits and business meeting arrangements.

5. Utility Management

• Prepare monthly reports for water, gas, and electricity consumption and expenses.
• Coordinate timely payment processing and maintain relevant records.

6. Expat Meal Management

• Prepare and coordinate weekly expat meal menus within the allocated budget.
• Verify food delivery challans and coordinate with the respective vendor.
• Maintain proper records of meal quantities and supporting documents.

7. Office Commodity & Consumable Management

• Conduct daily stock checks of office commodities and consumables.
• Prepare purchase requirements and coordinate timely ordering and replenishment.

8. SAP (MM Module), Excel & PPT

• Basic working knowledge of SAP MM Module, along with strong working knowledge of MS Excel and PowerPoint.
• Prepare monthly service invoice POs and obtain the necessary approvals.
• Ensure timely booking of invoices in SAP and submission to Finance.

9. General GA Coordination

10. Other General Administration Responsibilities

• Participate in overall administration and GA activities.
• Track agreements and ensure timely renewals.
• Prepare and submit rent invoices.
• Coordinate new vendor registration and verification of vendor documents.
• Maintain and update team records related to weekly offs, overtime, and attendance.

Preferred candidate profile

A proactive, detail-oriented, and well-organized candidate who can independently manage routine GA activities, maintain accurate records, follow up consistently on pending matters, and coordinate effectively with multiple stakeholders.