Responsible for overall general administration of the department to support the Faculty team in all Faculty activities.
ROLES AND RESPONSIBILITIES
Faculty Admin R&R:
- Maintain and organize the filing (Batch files, memo, training records, stationery and First Aid items, etc.) for faculty records.
- Ensure all records and documentation are accurately maintained and up to date.
- Relay information from online to onsite colleagues to ensure smooth communication and operations.
- Print and file batch file materials, memo, meeting minutes etc.
- Scan and file completed attendance records in the designated location in SIS.
- Coordinate with instructors on the staff lunch menu
- Print certificates, manage the certificate collection file and coordinate with instructors.
- Photo and reel taking for instructor and students activities and coordinate with Vas for completing the final video reels and pics for record and social media.
- Take meeting minutes as a meeting secretary.
- Assist with any other ad-hoc duties as assigned within the department and with other department as per the direction from HOD.
Purchasing Executive R&R
- Ongoing assessment, strategic sourcing and supplier relationship management
- Drive alignment within all the units, update procurement processes and comply with procurement best practices.
- Identify opportunities for long-term relationships/partnerships
- Follow up with chef instructors and HOD regarding the purchase requisition for practical training lessons and events.
- Cost Control and quality assurance of delivered food and non-food ingredients. Ensure the necessary documentation as per the SFA regulations regarding the receipt of food ingredients.
- Maintain storage conditions and storage facilities as per SFA requirements.
- Prepare Purchase Order for food and non-food items and email to vendors. Ensure the documents are in order and record the information for the receiving and audit purposes.
- Follow up on delivery status.
- Ensure the ordering of ingredients as per operational need and within the budgeted cost allocated for the purchases.
- Source quotation from reputed and licensed companies for food and non-food items.
- Ensure the invoices are recorded timely manner and handed over to finance within two days after the delivery of items.
- Ensure the cleanliness and food safety in the food receiving and food storage facilities.
- Update and keep proper records of F&B and non-food purchases.
- To prepare the standard purchase specifications document and liaise with faculty manager and programme leads.
- Conduct a documented inventory of food items once in a month. Last week of the month.
- Conduct all food/non-food related tenders (if any).
- Handling of discrepancies/defects with suppliers.
- Maintain the filing system of purchasing records.
- Follow up with amendments if required.
- Ensure the documentation of all invoices, quotations, contract agreements, MOU etc.
- Liaise with Finance on payment and credit issues.
- Work with internal departments to review the end users requirements and delivery lead time.
- Assist in any other ad-hoc duties as assigned.
- Review the existing purchasing processes once in a year and propose innovative and cost-efficient industry practices related to purchasing.
Relevant Qualifications and Skills
- Diploma in Purchasing Management or Food and Beverage or Business Management or any other equivalent discipline.
- At least 3-5 years of working experience in procurement management or F&B operation as a chef with experience in procurement/administration.
- Computer literacy in MS Office.
- Must be proactive, meticulous and able to work independently.
- Ability to multi-task and very good communication skills.
- Able to work on weekend as per the operation needs.
- Confidence to conduct presentations on management reports
- Digitally savvy
- Proficient in Microsoft Office applications
