JOB DESCRIPTIONS

Fixed Asset Management

• Oversee asset registration, fixed asset code, allocation, transfer, physical verification, maintenance coordination, and disposal.
• Ensure accurate asset records, proper utilization, depreciation and reconciliation with relevant financial records.
• Implement controls to minimize asset loss, damage, misuse, and underutilization.

Branch Setup & Maintenance

• Oversee branch establishment (relocation if requires) and renovation according to approved plans and budgets.
• Ensure branch premises, furniture, equipment, utilities, and security arrangements are properly established and maintained.
• Monitor branch maintenance, repairs, and operating costs to ensure safe, functional, and efficient working conditions.
• Coordinate with relevant departments and service providers to ensure timely setup, maintenance, and resolution of branch-related issues.

Facility Management

• Oversee building maintenance, office facilities, utilities, repairs, safety, and preventive maintenance.
• Monitor staff ferry, office vehicle, maintenance, fuel consumption, mileage, and operating costs.
• Ensure facilities and vehicles are properly maintained, safely operated, and cost-effectively managed.

General Administration

• Oversee office administration, documentation, records management, travel arrangements, and administrative services.
• Develop and implement security management plans to safeguard organizational premises, assets, staff, and information.
• Ensure administrative procedures are consistently implemented across offices and branches.

Supply and Inventory Management

• Develop and oversee inventory management systems, stock control procedures, and replenishment plans.
• Ensure accurate inventory records, proper storage, authorized issuance, and regular physical stock verification.
• Monitor stock levels and consumption to prevent shortages, excess stock, wastage, and losses.

Others

• Review procurement documentation in line with company policy, vendors assessment, purchase orders, and contracts in compliance with established procedures.
• Coordinate administrative procurement, delivery, and logistics requirements with relevant departments.
• Ensure staff travel and related logistics are properly arranged in accordance with approved policies and budgets.
• Prepare and monitor the Administration Division’s budget and control operating expenses.
• Ensure administrative transactions are properly authorized, documented, and compliant with company policies and procedures.
• Supervise and develop Administration Division staff, monitor performance, promote teamwork and continuous improvement.
• Develop and implement administrative policies, procedures, work plans, budgets, and performance targets.
• Identify operational risks and recommend improvements to administrative systems and procedures.
• Provide management with timely reports and recommendations related to Administrative Division.
• Perform other duties as assigned by management.