Role & responsibilities
ISO & Documentation
Basic working knowledge of ISO 14001:2015 and ISO 45001:2018.
Maintain GA-related documents, records, checklists, and audit evidence.
Support internal and external ISO audits and ensure all relevant documentation is updated and maintained.
MIS & Management Reporting
Prepare monthly GA MIS reports.
Maintain accurate data and records required for monthly reporting.
Telephone & Communication Management
Attend incoming calls and forward them to the relevant department/person.
Maintain and periodically update the company's telephone/contact list.
Manage corporate SIM cards and other telecommunication-related requirements.
Meeting Room & Guest Management
Arrange meeting rooms, refreshments, seating, and other requirements for management and guests.
Coordinate guest visits and business meeting arrangements.
Utility Management
Prepare monthly reports for water, gas, and electricity consumption and expenses.
Coordinate timely payment processing and maintain relevant records.
Expat Meal Management
Prepare and coordinate weekly expat meal menus within the allocated budget.
Verify food delivery challans and coordinate with the respective vendor.
Maintain proper records of meal quantities and supporting documents.
Office Commodity & Consumable Management
Conduct daily stock checks of office commodities and consumables.
Prepare purchase requirements and coordinate timely ordering and replenishment.
SAP (MM Module), Excel & PPT
Basic working knowledge of SAP MM Module, along with solid working knowledge of MS Excel and PowerPoint.
Prepare monthly service invoice POs and obtain the necessary approvals.
Ensure timely booking of invoices in SAP and submission to Finance.
General GA Coordination
Other General Administration Responsibilities
Participate in overall administration and GA activities.
Track agreements and ensure timely renewals.
Prepare and submit rent invoices.
Coordinate current vendor registration and verification of vendor documents.
Maintain and update team records related to weekly offs, overtime, and attendance.
Preferred candidate profile A proactive, detail-oriented, and well-organized candidate who can independently manage routine GA activities, maintain accurate records, follow up consistently on pending matters, and coordinate effectively with multiple stakeholders.