Job Description

Job Function
Admin, Facilities and Security (Vertical)
Job Summary
The Executive/Higher Executive - Admin, Facilities, Security (Admin and Facilities) is responsible for the administrative operations and ensuring smooth functioning of day-to-day activities in the area of staff welfare/cohesion, security, facilities, training coordination and General Administration within the business vertical.
He/She ensures that events are well co-ordinated and the premises are safe, well cleaned and maintained.
He/She is meticulous and possess a keen attention to detail, capable of executing tasks, managing priorities, and addressing complex issues effectively.
He/She is service oriented and has a systematic and organised mindset towards assigned tasks.
He/she is a team player, takes initiative in his/her works and possess strong communication skills, facilitating interactions with both internal and external stakeholders to achieve the organisational objectives.
Job Responsibilities/Key Tasks(External)
General Administration / Asset Management

• Sorting and File electronic and hardcopy documents according to standard procedures and requirements
• Organise information in the document management system, ensuring its accuracy and accessibility by appropriate stakeholders
• Update and document checks for repair and maintenance equipment, furniture, and facilities in office.
• Prepare and monitor inventory stocks report and place order from vendor replenishment of supplies and consumables for office and warehouse (Include managing the cleanliness and tidiness of office premises)
• Ensure the timely logistics setup (AV support) and arrangements of meeting rooms / function rooms etc for internal and external meetings, seminars, in-house courses and visits.
• Assist in hosting of local and overseas guests/delegates and STL Management visits
• Co-ordinate and place order of General Equipment/Personal Protective Equipment (PPE) from departments within vertical.
• Manage, monitor and prepare stock status report of General Equipment/Personal Protective Equipment (PPE) for vertical.
• Perform SAP related administration activities. Eg. Raise Purchase request(PR) / Purchase Order (PO) /Perform Goods Receipt (GR)
• Tender Box Management / Hosting tenderers for tender briefing/site visit and internal management visits.
• Contract document filing digitally and despatch.
• Souring for quotations/suppliers as and when required
• Liaising with suppliers/ vendors for maintenance works
• Tracking and record of company assets (New Listing/Transfer/Disposal/eCAPEX)

Track and monitor the issuance of company assets.(i.e laptops etc) to new employees

• Support the operations in the timely updating of staff attendance, Overtime Clocking in the SuccessFactors System.

E-attendance tracking on Non-Executives thru facial recognition system

• Manage escalated enquiries on Admin and other matters for the line managers and employees.
• Consolidating and tabulating monthly telco bills, Cab Charges, Franking Postages & utilities bills etc

Staff Welfare / CSR Initiatives/ Company Events

• Co-ordinate the organisation of STL organisational-wide staff welfare events (programmes & arrangements). Events are not limited to Festival event celebrations, Long Service Awards Ceremony, SAF Day Ceremonies (Combined/in-house) etc.

Monitor and track the timely preparation and distribution of staff card / access for employees
Coordinate and supervise facility operations

• Coordinate movements of building assets
• Coordinate facility operations and retrofitting activities
• Supervise routine maintenance services of third-party service providers
• Assist in the Asset monitoring through yearly asset tracking and reporting
• Assist in the evaluation of suppliers based on specifications, terms and conditions, track records, delivery dates and prices to determine best suppliers' bids in accordance to company's ESG guidelines and green procurement policies

Uphold safety and/or security standards

• Facilitate WSH solutioning discussions around suggestions to improve existing processes
• Manage WSH activities to ensure team's compliance to requirements
• Partake in the monthly safety KPIs reporting

Perform Technology Application Tasks

• Plan key activities and milestones in technology projects in the area of administration, facilities management and security with admin and cross functional team members for implementation across business verticals.

Others

• Undertake any assigned projects / duties directed by Management(if any)

Job Requirements

• Proficient in MS Office Applications / Microsoft Power Platform Applications
• Knowledge in SAP will be an advantage
• Customer-service oriented in communicating/collaborating with internal/external stakeholders
• Team player with strong communication and interpersonal skills
• Strong analytical, organizational, and problem-solving skills
• Demonstrate a positive attitude with a keen sense of responsibility and high motivation.
• Resourceful, attention to detail, function well in a team, and work independently with minimal supervision.
• Organised with the ability to manage conflicting timescales and priorities
• Excellent time management and multi-tasking ability
• High adaptability to changes in a fast-paced environment

Professional Qualifications & Relevant Experience

• 1-3 years of relevant office administrative experience or in a similar role.
• Degree / Diploma in Business Management / engineering or equivalent certifications

Skills Required