The Fleet and Admin Services Coordinator/Admin Assistant will perform a wide range of administrative and office support activities for the organization. The role will provide support to nonexecutive employees or groups in the organization by preparing correspondence, reports, presentations, agendas, minutes, etc. The role will also maintain files and other records related to job assignment.
Accountabilities:
Handle the receipt of all deliveries, verification and processing of vendor invoices in a timely and accurate manner
- Collate, organize, file and monitor related documents
Front Desk Management
- Assisting applicants / visitors / VIP
Mail and package Management
- Manage incoming and outgoing documents and other work-related items.
- Monitor cross-charging of shipment cost by division cost center.
Shuttle and Driver Management
- Monitors and handles request via shuttle tool
- Shuttle utilization report
- Manage the schedule of shuttle drivers and update shuttle routes appropriately
- Manage maintenance schedule (carwash/interior detailing/for repair)
Room Reservation Management Meeting & Training Rooms
- Approving and monitoring request
- Generate monthly report
- Walkthrough inspection for meeting & Training Rooms
Office Supplies Management
- Manage allocation of related consumables per division
- Conduct monthly inventory check
- File stock replenishment accordingly
- Monitor and file request for payment accordingly
- PR filing for office supplies replenishment
VIP Setup & Welcome Screen
- Monitor VIP Setup and other room setup based on request
- Monitor and update welcome screen for VIP visitors
Handle Admin Service Tools
- Meeting and Training Room
- Shuttle Request
- Office Supplies Requisition Tool
*Perform other duties as assigned by management
Qualifications:
- Bachelor’s degree holder
- At least 1-2 years of relevant work experience
- Excellent communication skills, both oral and written
- Good organizational and presentation skills
- Administrative work experience in an advantage
- MS Office (Word, Excel & PowerPoint) Proficiency
- Knowledge of clerical and administrative procedures and systems such as filing and record keeping
- Demonstrate strong attention to details
- Excellent time management skills
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