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Operations & Admin Executive

AVIALITE SDN. BHD.
21, Jalan PBS 14/3, Taman Perindustrian Bukit Serdang, Seri Kembangan SGR 43300, Malaysia
05/03/2018 07:07:11 AM

JOB TITLE: Admin & Operations Executive

DEPARTMENT: Admin / HR / Accounts / Purchasing

REPORTING TO: Accounts Specialist & Director

JOB DESCRIPTION: Reporting to the Accounts Specialist and also the Director, this position's primary responsibility is ensuring organizational effectiveness by providing leadership for the organization's admin and operational functions. The Admin & Operations Executive will be responsible to do administrative, operational, project based work, managing the organizations HR, helping and creating organizational and program budgets in collaboration with the Director, provide assistance to the department head in administrative/HR/accounts/purchasing areas, and other miscellaneous tasks. Working with the management team, the position also contributes to the development and implementation of organizational strategies, policies and practices. Ensures timely execution of Operations initiatives and system enhancement initiatives with operational consistency, continuous quality improvement, efficiency for AVIALITE and our clients. The primary goal of each initiative is to maintain standardization across platforms to enhance productivity and quality. Works with minimal instruction or supervision. May supervise Admin Assistant, Inventory & Stock Planner, Admin Clerk, Clerk-Typist, or temporary employee.

DUTIES & RESPONSIBILITIES

Overall Responsibilities
  1. Improve the operational systems, processes and policies in support of organizations mission – specifically, support better management reporting, information flow and management, business process and organizational planning;
  2. Manage and increase the effectiveness and efficiency of Admin & Operational Services (Admin, Accounts, HR, IT and Finance), through improvements to each function as well as coordination and communication between support and business functions;
  3. Play a significant role in long-term planning, including an initiative geared toward operational excellence ;
  4. Execution of operations initiatives across multiple departments ;
  5. Continual improvement of platforms and projects through enhancements, integrations, process improvement while maintaining simplicity and appropriate documentation ;
  6. Manage multiple projects, from conception to development to testing and deployment ;
  7. Recommends at least one approved system enhancements to Director each month. Enhancements can include improved work flow, improved reporting capabilities, system integrations, etc.

Operations

  1. Manage and increase the effectiveness and efficiency of Admin, Operation and Logistics, through improvements to each function as well as coordination and communication between support and business functions ;
  2. Manage daily operations on order processing, delivery and stocks inventory ;
  3. Monitor the Stock Inventory ; 
  4. Drive initiatives in the operation team and organizationally that contribute to long-term operational excellence ;
  5. Manage company or departmental functions.

Admin

  1. Responsible for establishing and maintaining official documents and records in appropriate files ;
  2. Monitors phone traffic / door entry;
  3. May receive visits or calls regarding complaints which may be resolved or referred to proper person for resolution ;
  4. Liaison with Suppliers, Customers, Banker, Government officer & other outsiders ;
  5. Arrange & follow up for export & import shipment and courier pick up ;
  6. ISO Documentations. Research and assist with preparation of policies and procedures ;
  7. Prepare monthly Housekeeping Schedule, assist in office cleaning & tidy up ;
  8. Provide administrative and support services to office staff ;
  9. Manage operation and maintenance of office equipment such as printers, fax, etc ;
  10. Update Customer/Supplier Data into Odoo ERP, Google Drive, and other necessary system.

Human Resource

  1. Performs other duties in Human Resources department, as required, including composing and typing correspondence regarding personnel reports and procedures ;
  2. Performs such other duties as may be assigned by Account Specialist or management ;
  3. Maintain confidential records and files .
Accounts & Credit Control
  1. Prepare Quotation, Invoice, Delivery Order, and Purchases Order ;
  2. Key in data in Odoo ERP System;
  3. Prepare Petty Cash Reports;
  4. Perform book-keeping and management of office files ;
  5. Perform cash management and bank reconciliation activities in accordance with company policy and procedures.

KEY ACCOUNTABILITIES​

DESCRIPTION​ KEY PERFORMANCE INDEX (KPI)
​Policies & Procedures: Follow all relevant operational procedures and instructions so that work is carried out in a controlled and consistent manner. ​​​Audit of compliance to Standard Operatiing Procedures (SOP) and Work Instructions (WI).
​​​Knowledge of Product BOM & Processes: Familiar with description of products and materials (type, specification, Bill of Material (BOM), unit of quantity, unit of measure, application) in order to provide the right materials requisitioned. ​​Knowledge of BOM.
Adhere to production processes.
Location of Materials: Familiar with location of material in order to locate and issue the requisitioned material in time and of the right quantity. ​Reject rate. Quality documentation.
Issue Control: Issue materials as per approved procedures to ensure materials issued are as per requisitions received and delivery is made to authorized personnel. ​​Soundness of filing system, retrivibility of records.
Classification System: Applies a physical classification system to items of similar nature to be stored in pre-designated locations for ease of access and optimisation of time and efforts in material handling ​Audit of stock racking.
Record Keeping: Implement and maintain a filing system that ensures Goods issued and other documents are preserved and easily retrived. ​​​Correct stock count with minimal errors.
Implementation of recording in Odoo ERP.
​Stock Count: Coordinate and participate in special and scheduled stock counts as required. ​Correct stock count with minimal errors.
​​​Safety, Quality & Environment: Follow all relevant safety, quality and environmental control procedures and instruction so that personal safety and the safety of others is not jeopardised and maximum level or product/servie quality and minimum environmental impact is guaranteed. ​Audit of compliance to safety, quality and environmental procedures and instruction.
Frequency of safety incidents and near misses.
Quality improvement reports.
​​​5S: Constantly practice and maintain 5S (Sort, Set-in-order, Shine, Standardize, Sustain) in workplace to improve efficiency and reduce waste from manufacturing processes. ​Audit of compliance to 5S.
5S Improvement reports.
​ ​

SKILLS & EXPERIENCES

  1. Ability to establish and maintain effective working relationships with supervising personnel, co-workers, subordinates, business professionals, and the general public.
  2. Ability to project a positive, concerned image to the public and customer .
  3. Ability to communicate effectively orally and in writing.
  4. Excellent interpersonal skills and a collaborative management style.
  5. Thorough knowledge of modern office practices and procedures and the use of office machines.
  6. Sufficient skill in typing to complete 60 wpm accurately and the ability to take sufficient notes at a meeting from which to prepare an accurate record of events.
  7. Excellent computer skills and proficient in Microsoft Office 2007 Suite (Word, Excel, Powerpoint) or OpenOffice, able to use office automation tools effectively.
  8. Able to work with web collaboration tools such as Google Drive, Prezi, Dropbox, MailChimp, Squarespace, Pictochart, etc.
  9. Able to learn new technologies quickly. Demonstrated willingness to keep technical skills and knowledge up-to-date.
  10. With good and initiative attitude.
  11. Independent, motivated, hardworking & fast response.
  12. Must demonstrate a high degree of organization and follow through.
  13. Demonstrated ability to solve problems systematically, creatively, and simply. Believes in the Keep It Simple method.
  14. Knowledge and experience in organizational effectiveness and operations management implementing best practices.
  15. A demonstrated commitment to high professional ethical standards in a diverse workplace.
  16. Ability to challenge and debate issues of importance to the organization.
  17. Ability to look at situations from several points of view.
  18. High comfort level working in a diverse environment. 

MINIMUM QUALIFICATION

Degree.

Note:

AVIALITE reserves the right to revise or change job duties or responsibilities as the need arises with the cooperation and agreement of current position holder. This job description does not constitute a written or implied contract of employment.

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