Overview
Non-Executive Administration (Fixed Term Contract – 1 yr) Jobs in Federal Territory of Kuala Lumpur, Malaysia at MISC Group
Title: Non-Executive Administration (Fixed Term Contract – 1 yr)
Company: MISC Group
Location: Federal Territory of Kuala Lumpur, Malaysia
This role resides under Marine Services (the Integrated Marine Services arm of MISC Group).
THE JOB
Provide administration and operation support to the department to ensure compliance with company’s policies and procedures.
Administration Function
- Check, verify and follow up with the relevant parties to ensure documents for billing process are complete before sending them to finance Department.
- Plan and schedule all appointments with internal and external stakeholders.
- Assist in preparing papers/charts/letters/memo/reports, presentation materials and etc.
- Attend to queries pertaining to company’s role and business nature and other related matters.
- Organise all meeting arrangements efficiently i.e., meeting room, audio visual if required and participant’s attendance.
- Manage and arrange staffs travelling requirement that includes purchase air ticket, transport and accommodation for business trip.
- Correspond with relevant parties prior to any schedule/ meeting.
- Administer staff movements such as meetings and training.
Record Management System
- Organise and manage MIS folder in Knowledge Management Centre (KMC) and ensuring records are in order.
- Ensure safe custody of all records/minutes of meeting / tender documents and safeguard their secrecy and confidentiality.
- Manage all correspondences and documents systematically and safekeeping for ease of reference.
Procurement/ Inventory/Finance
- Initiate Purchase/Materials Requisition for expenses, monitor/administer delivery of items/services ensure the items and services received meet the specification required. Verify invoices for payment.
- Support in preparing and monitoring OPEX for MC department and highlight/justify variances. Support in analyse and provide trends/feedback to facilitate cost control.
- Prepare and consolidating monthly accrual (Revenue and Expenses). Provide data to Manager on revenues derivations from Internal and External Marine Controllers.
- Support in preparing Purchase Order (PO) to vendors for Marine Controller services.
- Consolidation and review of monthly Marine Controller’s claim (Offshore Allowance) before submission for approval.
Operations
- Consolidations of Marine Controller’s job completions documents and ensure all are sufficient for billing purposes. To communicate with internal Marine Controllers and Contractors.
- Prepare Job Completion Ticket (JCT) on all completed job by Marine Controllers. Entries in the JCT to be correct before submission for Manager’s approval.
- Submission of JCTs to clients and communicating until the JCT approved.
- Application of OSIS (Offshore/Onshore Safety Integrated System) in the PETRONAS Website for all the Marine Controller. Communicate with person in charge of PETRONAS until the OSIS approved.
- Compile and submit Customer Feedback Form (CFF) record for all the Marine Controllers. Provide data to Manager and highlight on any concerns if any to the CFF scoring.
- Prepare, record, and submit PTM Monthly Performance Report and Monthly Management Meeting Report.
- Prepare the Monthly Customer Feedback and Balance Score Card and submit to PIC of dedicated department.
THE PERSON
- Minimum 5 years of working experience in administration function and support
- Good interpersonal skills, pleasant personality and proficient in both Bahasa Malaysia and English
- Having good computer literacy and good knowledge, utilisation of Microsoft applications such Word, Excel and Power Point Presentations
- Exposure in maritime industry is an added advantage
- Diploma in any discipline with relevant working experience.
