To support operational efficiency through reliable administrative and procurement services, maintaining accurate documentation and timely, compliant purchasing.
MAJOR RESPONSIBLITIES:
- Register, monitor and track incoming service orders through the E-platform.
- Complete order closure by preparing, formatting and organizing project documentation, including OMMs, reports, drawings and correspondence.
- Update and maintain details of maintenance contracts and master preventive maintenance schedules.
- Prepare and issue quotations, delivery orders (DO), stock-out forms, and preventive maintenance checklists.
- Process and handle purchase requisitions and purchase orders for procurements in accordance with internal procedures.
- Conduct pricing comparisons and support the sourcing of equipment, parts and services.
- Liaise with suppliers for quotations, delivery status, order confirmation and related documentation.
- Verify allocated costs for jobs and maintenance contracts and collaborate with finance on work-in-progress updates.
- Maintain purchasing records, master reference lists, open purchase order tracking and goods received records.
- Support ISO and compliance audits by maintaining proper documentation and ensuring alignment with ISO procedures for operations and purchasing.
- Provide support for compliance tasks such as NEA mandatory packaging and sustainability reporting.
- Process returns material authorization (RMA) requests and ensure timely turnaround in line with ISO standards.
- Provide day to day administrative support to the Operations team.
- Manage the service help desk, responding to incoming phone calls and emails.
- Coordinate with site teams to ensure timely attention to customer service requests.
- Generate work activities reports according to scheduled dates and updating utilization reports.
- Handle ad-hoc tasks pertaining to sales, operations, procurement, documentation and coordination.
REQUIREMENTS:
- Diploma in Administration or its equivalent
- With 2 to 3 years relevant experience in related industry.
- Excellent organization skills and ability to multi-task.
- Meticulous and pay great attention to detail.
- Good communication and interpersonal skills.
- A team player and work independently with minimum supervision.
- Ability to interact and work with people of all levels.
- Ability to work under pressure and meet tight deadlines.
- Proficient in MS Office software.
