Site Administrator and Logistic Personnel

Job Summary

You will manage site office administration, coordinate procurement and HR functions, maintain accurate documentation and stock records, ensure compliance with safety and regulatory guidelines, and support training and reporting activities to enable smooth site operations.

Responsibilities

• Manage site office reception, telephone answering, and maintenance to ensure a professional and organized environment
• Maintain inventory of stationery, office supplies, consumables, and site office equipment to support daily operations
• Generate and maintain accurate documentation and logs required for site operations to ensure compliance and traceability
• Collaborate with managers and supervisors to obtain quotations, prepare material requisitions, collect invoices, and liaise with purchasing and accounting departments for timely processing
• Catalogue and control company documents such as SOP manuals, safety and training manuals, acting as the document librarian to ensure easy access and version control
• Administer HR functions for the TCGM group, providing staff documents and information to the HR department as needed
• Collect, verify, and enter timesheet data promptly to support payroll accuracy
• Collect and verify leave and claims forms to ensure proper documentation and approval
• Manage employee site pass applications and coordinate relevant medical checkups to maintain site access compliance
• Arrange and track relevant training courses (e.g., refresher, Hazmat, firefighting, first aid), maintaining and updating individual training records to ensure staff certification compliance
• Maintain SPC data weekly and disseminate reports to customers, supervisors, and service teams, including uploading data to Operation Technicians’ computers for operational transparency
• Update and file daily stock status reports and monitor stock availability at the site to prevent shortages
• Follow up closely with suppliers to ensure timely acknowledgement of gas replenishment forms and resolve delays through direct communication
• Scan all stock cylinders and enforce unloading/receiving checklist procedures before allowing gas cylinders into storage to ensure safety and accuracy
• Update First Out tags for new gas batches to maintain proper stock rotation
• Update all delivery orders (D.Os) in the Oracle system to maintain accurate inventory records
• Monitor poison storage limits to ensure compliance with NEA guidelines and verify poison permits are current to meet regulatory requirements
• Handle new gas approvals by obtaining all necessary documentation before acceptance to ensure safety and compliance
• Prepare and send timely reports including daily hazardous substance permits, weekly flammable substance reports, and monthly consumption reports to support regulatory and operational needs
• Perform miscellaneous ad-hoc duties as required to support site operations and team needs

Required competencies and certifications

• Proficiency in Microsoft Office applications (Word, Excel, Outlook) to efficiently manage documentation and communication
• Minimum GCE O-Level qualification or equivalent to meet educational requirements for administrative tasks

Preferred competencies and qualifications

• At least 1 year of experience in administrative, clerical, or office support roles to demonstrate familiarity with office operations
• Fresh graduates are welcome to apply, indicating openness to entry-level candidates