Core Administrative Support

Assisting the Facilities Manager

• Arranging daily work plans, meetings, and follow-up items
• Tracking facility-related needs and ensuring timely resolution
• Maintaining repair, maintenance, and inspection records
• Communicating and coordinating facility maintenance matters with suppliers and contractors
• Coordinating renovation and contractor management
• Categorizing and managing renovation project files
• Tracking contractor qualifications, contracts, and construction progress
• Ensuring compliance with safety and building codes
• Preparing project progress reports and budget summaries

Document and Archives Management

• Implementing a building archive system
• Establishing a structured electronic and paper archive system
• Categorizing and managing documents by facility, department, and project
• Ensuring secure storage and easy retrieval of drawings, permits, and maintenance records
• Internal Document Management
• Standardizing internal notification, report, and form templates
• Maintaining version control and approval processes
• Ensuring documents adhere to the latest SOPs and compliance requirements

Finance and Procurement Support

• Verify and process employee reimbursements and vendor payments
• Maintain approval records, invoices, and payment status
• Coordinate with the Finance Department to ensure timely payments
• Equipment drawings and classification management
• Organize technical drawings and specifications by equipment type
• Maintain equipment inventory and procurement records
• Assist with budgeting and planning for equipment upgrades

Cross-departmental Collaboration Support

• Support the Plant Investment Department
• Track the progress of capital expenditure projects and facility investments
• Prepare documentation required for audits and stakeholders
• Coordinate site visits and investment presentations
• Support the Public Relations Department
• Manage the logistics of public relations events held within the facility
• Ensure venue preparation and branding meet requirements
• Responsible for guest reception and internal communication coordination
• Standard Operating Procedure (SOP) Development and Implementation
• Collaborate with various departments to develop and optimize SOP processes
• Implement SOP training and compliance tracking
• Regularly review and update process documentation based on feedback

Travel and Reception Management

• Book flights, accommodation, and transportation for employees and guests
• Prepare itineraries and related documents
• Follow up travel budgets and approval processes
• Overall reception and processing management
• Oversee front desk operations and visitor management
• Maintain records of incoming and outgoing courier services and documents
• Ensure the professional and secure handling of sensitive information

Ad hoc administrative tasks as required to support the Group offic

Please refer the Job description for details