Internal Document Control Operative

Must-Have

• Excellent communication skills (oral and written) with a confident, concise, clear, and compelling style.
• System savvy and number sensitive.
• Computer literacy skills: Proficient in all MS Office applications including, Word, PowerPoint, O365, Outlook and most especially in Excel.
• Able to multi-task and work proactively in a fast-paced environment.
• Excellent relationship builder; able to demonstrate a high level of tact, discretion, and diplomacy with all internal and external stakeholders. Must also demonstrate ability to maintain confidential/sensitive information.
• Promptly respond to requests with accuracy and a courteous demeanour.
• Always Interact professionally with stakeholders and associates.
• Initiative and Problem-Solving Skills.
• Time management skills.
• Excellent Organizational Skills.
• Decision-making skills.
• Strategic planning skills.
• Planning and coordinating administrative procedures and systems and devising ways to streamline processes.
• An analytical mind with problem-solving skills.
• Co-operative Team Player

Good to Have

• Utilize analytical skills and a demonstrate broad understanding of the business to effectively interpret and anticipate needs.
• Exhibit sound judgment and the ability to make reasonable decisions in the absence of direction.
• Works effectively without constant and direct supervision or guidance
• Demonstrate flexibility in the face of change.
• Project a positive demeanour regardless of changes in working conditions.
• Produce well thought‐out, professional correspondence free of grammatical and spelling errors.
• Demonstrate an awareness of fundamental business principles of the organization, as well as an understanding of the overall industry in which the business operates.
• Demonstrate advanced proficiency by quickly adapting to new technology and easily acquiring new skills.

Key Responsibilities

Data Management

• Prepare Weekly, Monthly, Quarterly Management Reports (budgeting, PO accruals, various facility related data, etc)
• Maintain accurate records, databases, and filing systems.
• Comply to data entry and management on seat mapping and utilization.
• Comply to data entry and management on HSE parameters.

Contract Management:

• Manage the creation and renewals of vendor contracts
• Track progress of legal reviews and approvals.
• Facilitate the signing process including digital signatures where necessary.
• Safe storage of executed contracts and related documents in the centralized repository for easy access.

Administrative Support:

• Manage renewal related analysis and data, including liaise with finance for bank guarantee and stamp duty payments
• Manage and maintain track of exit clearances of leaving associates limited to admin function.
• Manage and maintain track and issuance of ID cards as a backup function.
• Manage and assist issue the visitor passes from the Visitor Management System.
• Answer and direct notices, emails, and other correspondence.
• Prepare and distribute reports, memos, and other documents.
• Schedule and coordinate meetings with internal and external stakeholders.
• Other adhoc duties and tasks assigned by the supervisor.

Coordination

• Assist in planning and organizing company events, trainings, or projects.
• Coordinate with other departments to ensure smooth operations.