DATA CENTRE ADMINISTRATION SUPPORT EXECUTIVE [Job Code 2001141S]

Responsibilities:

• Provide administrative and coordination support for the onsite operations team example, putting up of staff claims, travel requests, travel claims, etc.
• Use online financial system for Purchase Requisition, Purchase Order (PR, PO), goods receipt/delivery orders/service report, customer acceptance forms, etc. Note the urgency of the PR/PO. Ensure that the team abides by the Procurement SOP
• Maintain up-to-date tracker listings example, PR/PO tracker, Customer Acceptance Form tracker, “Capital expensed off” IT/General & Admin Assets, Telco tracker, Defects tracker etc.
• Ensure all invoices received from Finance are verified, signed off and emailed/dispatch to Finance
• Coordinate security/vehicle access clearance for deliveries and notify the requestors
• To assist to escort/manage the soft facilities/delivery services example: liaise with vendors on replenishments (example: vending machine, bottled drinking water, etc.), pest control escorts and follow-ups, timely replacement of dust control mats, etc.
• Coordinate with a team of cleaners on their duties and building/compound cleanliness. Carry out physical site checks/walks on building/compound cleanliness etc.
• Participate in weekly site walks with Operations and preparatory visits for VIPs
• Take charge of meeting room bookings and ensure the meeting rooms conditions are in tip-top condition. Handle replenishments of meeting room beverages, prepare and set up the meeting rooms for visitors, assist Manager to order snacks at times
• Take charge of the office equipment, furniture & fittings and their maintenance/repairs (example: copier, shredder, air purifiers, etc.)
• Consolidate stationery requests (example arch files, photocopier papers, etc.) for stock replenishments, issuance and deliveries etc.
• Take charge of pantry supplies/replenishments, pantry cleanliness and neatness example the fridge, microwave, vending machines, inclusive of checking of expiry dates
• Maintain Building Contact list (new joins and exits), Emergency Evacuation list, etc. for dissemination to the whole team
• Record incoming and outgoing mails/parcels etc. and arrange couriers when necessary
• Involve in meetings example, Initiatives meetings, etc. May be involved in minutes taking
• Assist the Manager in putting festive decorations and National Day flags/banners for the buildings/compound
• Assist the Manager in organizing team bonding activities
• Assist on Company Emergency Response, Fire Drill, Pandemic Flu logistics and administrations. Take charge of First Aid Boxes/AED machine supplies/consumables order and replenishments
• Relief the Manager when necessary
• Carry out any other duties as and when assigned by management

Requirements:

• Candidate must possess at least a Diploma in Business Admin/Office administration or equivalent
• 3 to 5 years of relevant working experiences in the related administrative field is required for this position
• Ability to work and communicate effectively, and comfortable in a fast-pace environment handling walk-in customers
• Excellent team player in cross-functional environment
• Must be punctual, meticulous, proactive, independent, self-motivated and able to work under pressure
• Must be able to work in west/east or as instructed