Administration Officer

Role Summary The Administration Officer is responsible for supporting administration tasks of Facilities Management team including workers' accommodation, housekeeping, canteen services, subcontractor operations, and any other relevant tasks may arise Duties And Responsibilities Invoices and Data Entry • Process invoices on timely manner • Track payments and follow-up with Accounts as required. Subcontractors Management Payroll entries • Process time sheets on time to insure timely payment to subcontractors • Follow up with subcontractors to submit their invoice on time • Booking invoices within timeline to ensure proper month closing. Emp master creation and update • Follow up and obtain required documents, worker details, and compliance records in a timely manner. • Maintain updated records for each worker in the system • Monitor subcontractor camp requirements and manpower deployment. • Coordinate with internal teams and subcontractors to resolve operational concerns, audit requirements, and corrective actions. • Maintain accurate records of subcontractor communication, approvals, attendance, and related follow-up actions. Others • Support with manpower inquiries and onboarding & Exist process • Maintain records as needed for Audit requirement Facilities Management Support as and when required (will be fixed and explained in detail during the probation period) • day-to-day operations of company facilities and premises. • Coordinate maintenance activities • waste management activities • Coordinate internal and external audits • Workers’ Accommodation • Housekeeping Personal qualities • 3 – 5 years’ experience • Degree / Diploma in Administration or similar field • Good verbal and written communication skills • Customer service oriented • Ability to speak in multiple languages for communicating with workers would be preferred. • Good knowledge of MS Office, Excel trackers, and reporting. • Ability to handle multiple tasks and priorities. • Strong follow-up and coordination skills. Reporting Lines The Administration Officer will report to the Lead – Facilities management. Required Assessment For The Below Skills Through Online Tests • Language Proficiency Test: to check grammar, vocabulary, and spelling. • Reading Comprehension Test: To measure how well the candidate understands written work emails or reports. • Business Communication Test: To test ability to write professional business letters and messages. Computer Skills Tests • Software Proficiency Test: To check ability to use specific programs like Microsoft Word, Excel, or Google Docs. Power Point and creating Presentations. • Typing Test: Check speed and accuracy when typing on a keyboard. Show more Show less

3 – 5 years’ experience; Degree / Diploma in Administration or similar field; Good verbal and written communication skills; Customer service oriented; Ability to speak in multiple languages for communicating with workers would be preferred; Good knowledge of MS Office, Excel trackers, and reporting; Ability to handle multiple tasks and priorities; Strong follow-up and coordination skills.

Invoices and Data Entry: Process invoices on timely manner; Track payments and follow-up with Accounts as required. Subcontractors Management; Payroll entries: Process time sheets on time to insure timely payment to subcontractors; Follow up with subcontractors to submit their invoice on time; Booking invoices within timeline to ensure proper month closing. Emp master creation and update: Follow up and obtain required documents, worker details, and compliance records in a timely manner; Maintain updated records for each worker in the system; Monitor subcontractor camp requirements and manpower deployment; Coordinate with internal teams and subcontractors to resolve operational concerns, audit requirements, and corrective actions; Maintain accurate records of subcontractor communication, approvals, attendance, and related follow-up actions. Others: Support with manpower inquiries and onboarding & Exist process; Maintain records as needed for Audit requirement. Facilities Management: Support as and when required (will be fixed and explained in detail during the probation period): day-to-day operations of company facilities and premises; Coordinate maintenance activities; waste management activities; Coordinate internal and external audits; Workers’ Accommodation; Housekeeping.