Job Description

Job FunctionAdmin, Facilities and Security (Vertical)Job SummaryThe Executive/Higher Executive - Admin, Facilities, Security (Admin and Facilities) is responsible for the day to day administration 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 with an eye for details in managing documents, digital data and file systems for the organisation.He/She is service oriented and has a systematic and organised mindset towards assigned tasks.As a team player, he/she takes initiative in his/her works and maintains close communication with the internal and external stakeholders to achieve the organisational objectives.Job Responsibilities/Key Tasks(External)General Administration / Asset Management

• Sorting and filing of documents
• Update and document checks for repair and maintenance equipment, furniture, and facilities in office
• Provide logistics support for all meetings, seminars, in-house courses and visitors
• Co-ordinate the orders of General Equipment/Personal Protective Equipment (PPE) from departments within vertical.
• Manage the stock status of General Equipment/Personal Protective Equipment (PPE) for vertical.
• Create Contract, Purchase Order and Goods Receipt in SAP.
• Tender Box Management
• Contract document filing 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)
• Support the operations in 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

Learning & Development

• Tracking, updating and monitoring of Division Learning Plan (DLP) for business vertical
• Source for external learning vendors for learning programmes
• Send learning course instructions and reminders to employees
• Register employees for learning courses
• Liaise with internal trainers and external vendors for nominations, scheduling and conducting courses such as CEPP Workshop, MHE Refresher Training, Safety Courses for Key Appointment Holders etc.
• Liaise with internal and external trainers on resources and logistical arrangements

Staff Welfare / CSR Initiatives/ Company Events

• Co-ordinate the organisation of Vertical-wide-related welfare events (Appreciation luncheons/dinners, issuance of festive token, Festival event celebrations; Cohesion activities including decorations; programme & arrangements, STL Annual Games, CSR initiatives etc).
• 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.

Security / Audits / Continuous Improvement / Sustainability

• Prepare and distribution staff card / access for employees
• Partake in the implementation of continuous improvement initiatives/projects to improve time, cost and quality management in the area of administration, facilities and security.
• Assist in internal and external audit preparations

Manage facility operations

• Track maintenance jobs, statutory license and maintenance contract expiration, and provide timely update
• Monitor Building Management System (BMS) and estate equipment serviceability
• Identify estate issues thru daily walk-thru and observations
• Liaise with third party service providers on maintenance or repair works
• Record monthly utilities readings / usage
• Assist in estate vendors\' visit - drawing of keys, escort and work supervision
• Assist in estate incident management where applicable
• Conduct technical investigation in response to fault calls

Perform Safety and Health Tasks

• Suggest WSH solutions to address localised shortcomings in existing processes
• Report WSH incidents
• Perform safety and health risk assessment
• Comply to safety, health and operational quality standards
• Coordinate WSH activities to ensure personal compliance to requirements

Others

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

Job Requirements

• Proficiency in MS Office Applications / Microsoft Power Platform applications
• Knowledge in SAP will be an advantage
• Customer-service oriented in communicating/collaborating with internal/external parties
• Team player with strong communication and interpersonal skills
• Demonstrate a positive attitude with a keen sense of responsibility and high motivation.
• Resourceful, pay 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
• Singaporean only

Professional Qualifications & Relevant Experience

• Degree / Diploma in Business Administration or in a technical discipline.
• 1-3 years of relevant experience in administration management.

ST Logistics