Admin Executive

Administrative Coordination & Support

. Cross-check OT timesheet submissions monthly to ensure accuracy and compliance with company policy before submission to HR.

. Oversee and support Administrators in daily operations, ensuring accuracy, consistency, and adherence to process.

. Responsible in overall contract administration, preparation of contract, request & negotiation with sub-contractors and other relevant duties.

. Coordinate and negotiate with vendors engage to support contract execution.

. Assist in coordinating and submitting tender documentation.

. Register and initiate job cards in the system once projects are successfully awarded.

. Closely monitor project/contract budgeted costs to ensure cost control and compliance.

Process Improvement & System Administration

. Review and streamline administrative processes to improve efficiency and consistency.

. Maintain and update ERP systems, databases, and internal documentation.

. Support digital transformation and process improvement projects initiated by the Assistant Admin Manager.

. Support ISO documentation and internal audit activities, ensuring compliance with company standards.

. Log and follow up on system errors or issues, escalating to the relevant team when necessary.

Cross-Department Coordination

. For all invoicing-related matters, coordinate between the relevant operational teams and the Finance Department to ensure timely and accurate billing.

. Follow up on pending invoices, ensure supporting documents are complete, and resolve any discrepancies with Finance.

Training & Development Coordination

. Coordinate and arrange training requests for the division, including internal and external courses.

. Work closely with team members and HR to plan and schedule training programs based on operational needs and staff availability.

. Maintain training records and attendance lists and completion certificates.

. Perform ad-hoc administrative duties or special assignments as required by the Assistant Admin Manager or Senior Manager (Operate).