Senior Administration Executive
Senior Administration Executive
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Salary Not Disclosed
1 Vacancy
Job Description
Reporting to Head Talent Solutions and second reporting line to COO. This position requires constant detailed communications between the FrontEnd Team (Business Operation Executives) Project Owners Clients and Consultants.
The FrontEnd team (Business Operation Executives) reports to the Business Operation Manager.
Senior Administration Executive is responsible to work closely with Project Owners and Client to ensure the operations (postsales delivery) are executed according to process SOP and Contract requirement. The main tasks will be undertaken by Operation team after Contract / PO are awarded basically all the postsales activities.
The Senior Administration Executive shall act as the main focal person for all postsales activities overseeing the work and responsibilities of Business Operation Executives (FrontEnd Team). Travel for operation activities within the work base (Kuala Lumpur) and potentially other work locations due to emergencies are required.
The main key operation functions that Senior Administration Executive are accountable for:
- Accounts Payable (mainly provided by BackEnd / Finance team)
- Accounts Receivable (mainly provided by BackEnd / Finance team)
- Monthly Reconciliation Consolidation & Reporting (supported by BackEnd / Finance team)
- Business Planning & Analysis
- Contract Management
- Consultant / Resources Management
- Procurement & Vendor System
- Business Operation Improvement Process
- Documentation Management
- QHSE
The abovementioned functions will be managed by FrontEnd Team with the support of BackEnd Team for Accounts Payable & Accounts Receivable. The Senior Administration Executive shall be accountable to ensure all deliverables and job scopes are carried out and executed by the FrontEnd Team.
The role demands excellent organization skills and requires:
- Focal person postsales to run all the operations.
- To liaise and work closely with Business Operation Executives and Project Owners throughout the Contract Duration and understand the full scope of work of the Contract.
- To provide advice direction guidance for all operations related matters; including unexpected situations and urgent requirements.
- To provide monthly reporting on all operational related issues.
- To provide monthly reconciliation consolidation and reporting on all project Revenue vs Cost (through every project Revenue vs Cost).
- Shall ensure Client and Contract requirements are understood adhered to and delivered.
- Shall ensure Consultant are properly managed as per the process guideline and SOP.
- 2nd Focal Person for every Contract after the 1st Focal Person Business Operation Executive.
- To ensure all payment and invoices are prepared and delivered correctly and timely.
- Resolve complaint from Consultant and Client by collecting and analyzing information and responding accordingly.
- To provide business operation improvement initiatives including SOPs process and operation team resources.
- To ensure the KPI of Business Operation Executives are achieved including career and personal growth of Business Operation Executives.
- Maintain Consultants confidence and building positive rapport with the Consultants.
- Maintain Clients confidence and building positive rapport with the Consultants.
- Contribute to team effort by accomplishing related results as needed.
Required Skills:
We are seeking candidates who can demonstrate the following skills:
- Managing Processes
- Attentiveness to smallest details
- People Management
- Operation Management
- Data & Document Management
- Reporting Skills
- Developing Standards
- General Financial Skills Invoicing and Payment Process and Tracking
- Time management and organizational skills
You must also enjoy working as an organized focused and efficient player in the team; particularly playing an important role & responsibility been the Business Operation Manager.
Qualifications required:
- A Bachelors Degree is preferred but not mandatory. We are seeking candidates with 6 to 12 years of relevant experience for this senior role.
- Candidates with substantial experience in HR Business Administration or related fields will be considered.
- Candidate with knowledge in business management and finance management is an obvious advantage.
- Prior experiences in managing and overseeing a team
- Attention to details and great communication skills.
- Integrity and confidentiality
The involvement and job execution will eventually lead to a more thorough exposure to the whole business operation process for the various business units within the Company.
This role also develops people management skills and teamwork skills that are essential to ensure operations are run properly. As the Company and business grow managing a growing team is the key to undertake more portfolios and responsibilities in the business operation team.
With growth of responsibilities knowledge and experiences the next growth path is to become a HOD for Business Operations. That involves managing the strategy and resources of operations setting the companies policies pertaining to operation management executing new business improvement ideas and continuously improving efficiency of business operations. This is not limited to only resources operations but can be applicable in any other business units operations.
This is indeed a role that comes with a more expansive career growth prospects needed in every growing organization.
Employment Type
Full Time
Key Skills
- Administrative Skills
- Time Management
- Account and Finance Skills
- Administration & Operation
- Customer Services
- Communication
- Analysis Skills
- Relationship Management
- Administration Support
- Administrative Services
- Client Services
- Team Player Spirit
- Problem Solving Skills
- Administration And Secretarial
- Office Management
