Administrative Assistant

Contract Role - 1 year

MAIN FUNCTIONS

Provides administrative support to a department or individual.

Duties may include:

• Raise Purchase Requisition (PR) requests to Procurement via SharePoint
• Handle purchases/billings/payments related to SAP / EzyPay / Evolve (various Procurement application platforms)
• Coordinateand apply T-badge & Visitor badge for service vendors and/or visitors.
• Handle Withholding Tax as needed.
• Follow-up with vendors after Purchase Orders (PO) issuance to arrange for site visit
• Arrange for ad-hoc visit by vendors based on planned maintenance schedule as advised by Maintenance & Calibration (M&C) team. Check that there is valid PO with balance amount before arranging for vendor site visit. Else, will need to raise request Procurement to top up PO amount first (requires PO approval).
• Collect DO (Delivery Order) forms from Lab M&C Team and pass to Warehouse (W/H) for W/H to do system GR (Goods Receipt). Follow-up with system GR related issues e.g. quantity or unit price do not tally.
• VerifyForm of Acceptance (FOA) & documentation submission by vendors to EM forSES / invoice payment. Note: Verification of 3rd party lab testsFOAs require use of Sample Manager application (training will be provided).
• Resolve GR / FOA / invoice billing discrepancies (e.g. 3rd party labs, material &service vendors incl. sample transport service)
• Hardcopy filing & scanning of documents (e.g. Lab M&C calibration data sheets, COAs, etc.)
• Arrange freight & logistics for sending samples overseas for samples that are handled through Lab (infrequent)
• Any other administrative activities as instructed by supervisor from time to time

• typing, filing, answering phones, scheduling, calendaring, record keeping, coordinating meetings and conferences, obtaining supplies and/or sorting/distributing mail.
• May work on special projects to include recording, compiling, retrieving, reporting and analyzing information.
• Must be able to multi-task and prioritize. Strong communication skills and organizational skills are required. Proficiency with MS Office required. Position will receive direction and support.
• Audit compliance

This position level would typically include junior Administrative Assistant with basic administrative tasks. Prior extensive experience not required.

SKILLS AND QUALIFICATIONS

Excellent verbal and written communication skills, MS Office (Word, Excel and PowerPoint) and email systems, strong administrative coordination abilities, customer service experience

Shortlisted candidates will be notified.
Salary commensurate with experience