Job Description

Job Scope:

To provide local support for multiple Kofax functions and departments, often first point of contact for external visitors / callers to Kofax. To manage APJ travel desk such as record-keeping, flight and hotel booking. To supervise daily support operations of our company and plan the most efficient administrative procedures to be communicated to all staff.

Key Responsibilities:

General

• Implements global company office policies and procedures, measuring results against standards, and making necessary adjustments that is local compliance.
• Giving orientation and guidance to all employees relating to office policies and travel related matters
• Maintains continuity among corporate, division, and local work teams by documenting and communicating actions, irregularities and continuing needs

Reception

• To be the first point of contact for:

• all incoming calls/faxes and to redirect calls to the relevant department or person, or take messages.
• for visitors to the office, which will include meeting and greeting clients/suppliers/customers; offer and arrange catering, liaise with couriers, etc
• To manage the company post both onsite and offsite, including:

• ensuring that all post is collected daily and on time
• ensuring that special/recorded delivery items are sent correctly
• distributing/scan incoming post to relevant members of staff each morning
• preparing and franking outgoing mail
• procure postal and courier services as and when required by colleagues

Travel Desk

• Book travel arrangements including flights, train tickets, hotels, etc. for local and international Kofax staff based on company policies
• Coordinate multi-day itineraries and travel arrangements for international staff, liaise with their department and act as first point for the visitor
• Book travel arrangements for clients and candidates (interview for Kofax)
• Liaising with travel agent, hotels and going for site view to secure good corporate rates
• Review and verify travel agent invoices
• Prepare a list of travelling costs for monthly accounting accrual

Office Administration

• Manage office petty cash
• Ensure the smooth running of the office
• Provides communication systems by identifying needs, evaluating options, getting feedback; etc
• Ordering office stationary and other general office supplies (e.g. water, coffee) and equipment and ensuring supplies are kept at an optimum level.
• Liaise with IT on ad hoc issues, ie. new joiner/resignee laptops, ewaste disposal, asset tagging
• Evaluating data roaming subscription plans, invoice verification and cost review
• Day-to-day requests of colleagues
• Update email groups, provide office related communications (e.g. changes in office, PH announcements, circulating office memos etc)
• Managing and booking of meeting rooms
• Manage list of APJ office telephone number and staff mobile contact number
• To arrange meetings and provide hospitality. Liaise with the guests and customers coming to the office to meet Sales teams, meeting & training organization (PS, Demos, ...)
• Organize and coordinate internal staff events, like quarterly events and trainings
• Booking of restaurants, hotels for company events

Facility / Site Management

• Liaise with facility manager, e.g. regarding office lease paperwork, office viewing and office move, Office renovation and reinstatement, etc.
• Liaise with building management
• Completes special projects by organizing and coordinating information and requirements; planning, arranging and meeting schedules; monitoring results
• Maintain office access card and office alarm system
• To be responsible for facilities management including the organization/supervision of office maintenance, repair work and cleaning contractors.
• Ensure office comply with government health and safety and fire evacuation procedures.
• Manage document storing at off-site storage..
• Ensure cleanliness and tidiness of storeroom, pantry and all common areas.

Finance

• Scanning local vendor/suppliers invoices, obtain approval from requisitor, batch invoices/PRF/contract and sending to AP Finance promptly before month end closing.
• Archiving and filing of documents, ie. invoices and expense reports
• Banking - deposit customer\'s cheque into Kofax\'s bank account
• Assist APJ AR team in collection especially communicating in written and spoken Mandarin if required
• Ensure communication between Finance, Business Processing and Deal Desk to ensure backlog invoices are paid or identify issues with customers.
• Preparing cost comparison reports as required
• Work closely with the APJ Finance team
• Manage credit card claims and reconciliation
• Contributes to team effort by accomplishing related results as needed

Legal/Corporate Secretarial/Bank Administration

• Sales/PS signed contract archiving (e.g. when physical copies need to stay in country) & ensure contracts are countersigned and copies sent to customer and stored in Contracts repository, depending on country organisation
• Co-ordinate corporate secretarial matters with external company secretarial firm, such as Baker and McKenzie
• Co-ordinate and ensure all board resolutions are circulated and signed by the relevant directors of the company.
• Co-ordinate bank documents when required
• Notarizing documents when necessary
• Maintain and file all company secretarial documents promptly

Required Skills

Skills and Knowledge Required

• Good command of written and spoken English
• Knowledge and ability to use proficiently standard office computer software, including word processing, databases and spreadsheets
• Ability to engender trust and confidentiality in the provision of administrative support
• High level of accuracy
• Well-developed time management skills and the ability to prioritize
• Ability to think autonomously in the development of creative solutions
• Leadership skills are necessary and should be cooperative and supportive by nature.
• Excellent written and verbal communication skills, so that he/she can present his/her views with clarity.
• Interpersonal skills are essential along with sensible attitude. Should be assertive, optimistic, and a good listener.
• Ability to work within deadlines and should achieve the targets. In short, must know how to manage time and prioritize work under pressure.
• Must be flexible and quick in responding within short notice period.
• Adaptable in a dynamic working environment and organizational culture.
• Proactive and should have the skills to initiate work without being directed.
• Self-motivated and determined.
• Reliable, trustworthy, and abide by the company\'s terms and conditions.
• Good organizational skills

Required Experience

Skills and Knowledge Required

• Good command of written and spoken English
• Knowledge and ability to use proficiently standard office computer software, including word processing, databases and spreadsheets
• Ability to engender trust and confidentiality in the provision of administrative support
• High level of accuracy
• Well-developed time management skills and the ability to prioritize
• Ability to think autonomously in the development of creative solutions
• Leadership skills are necessary and should be cooperative and supportive by nature.
• Excellent written and verbal communication skills, so that he/she can present his/her views with clarity.
• Interpersonal skills are essential along with sensible attitude. Should be assertive, optimistic, and a good listener.
• Ability to work within deadlines and should achieve the targets. In short, must know how to manage time and prioritize work under pressure.
• Must be flexible and quick in responding within short notice period.
• Adaptable in a dynamic working environment and organizational culture.
• Proactive and should have the skills to initiate work without being directed.
• Self-motivated and determined.
• Reliable, trustworthy, and abide by the company\'s terms and conditions.
• Good organizational skills

Kofax