Key responsibilities of the Admin Team Leader
- Acting as second hiring manager for Admin team recruitment
- Monitoring individual and team performance to maintain consistently high standards of support
- Monthly reporting of performance
- Maintaining helpdesk system – avoiding duplicate records,
- Liaison with UK office stakeholders to identify areas of concern or opportunities for improvement
Key responsibilities of the Malaysia based Admin Team
- Ordering of stationery and office supplies
- Maintaining the online filing and archiving system
- Organising travel bookings
- Assisting with projects administration, including setting up orders/contracts and ensuring receipt and accuracy of timesheets and invoices
- Preparing billing invoices.
- Producing documents including project proposals, style checking and proofreading
- Ensuring internal business management system (BMS) processes are adhered to, including compliance, and maintaining up-to-date records
- Managing internal/external audits and responding to audit reports
- Preparing monthly reports for the office manager and ad-hoc reports for the HSEQ representative
- Supporting the finance team, with upload of supplier invoices and managing payments.
- General duties to support the UK & Europe based teams.
Requirements:
- Based in our Kuala Lumpur office Monday to Friday – UK office hours for a 40-hour week
- Previous experience of managing a team of administrators
- Experience with fee invoicing or similar numeric/financial duties desirable but not essential.
- Experience with a financial reporting system such as Agresso or similar - further training will be provided.
- Experience in a construction-related company and understanding of public procurement an advantage but training will be given.
- Good numeracy skills, with attention to detail and a high level of accuracy.
- Proficient with MS Office.
- Good level of written and verbal communication with people at all levels, both internally and externally.
- Ability to effectively manage priorities, deadlines, and workload.
- Smart appearance and professional approach
