General office administration support

• Support with receiving visitors and calls, handle their inquiries, and direct them to the appropriate persons according to their needs and updated the visitors? list tracker.
• Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals if any.
• Support with maintaining scheduling and event calendars and assist in booking meeting rooms and events.
• Support Admin assistant and operation team on travel booking and payment preparation.
• Set up and maintain paper and electronic filing systems for records, correspondence, and other material.
• Support with a timely reception and transmission of any project correspondence and circulation and information sharing to staff.
• Support with the incoming and outgoing correspondences of the office, locate/file and/or replay as required.
• Support operation team on receiving tender documents according to CST standard procedure.
• Assist on soft and hard copy archiving based on CST standard procedure.
• Performs photocopy, scan and other related activities.
• Perform other tasks assigned by the supervisor.

Operations admin support:

• Support in preparation of purchase requests for office opertions support.Ensuring all supporting documents for creating PR are completed
• Collection of price quoations, invoices and cash receipt vouchers from suppliers & vendors and submission to finance for payment processing using standard payment request procedure
• Collaborate with Government Liaison & Logistics Coordinator and Head of Opertions to understand procurement needs and specifications.
• Coordinate goods receiving activities to verify the receipt of ordered items.
• Collaborate with relevant departments to confirm the quality and quantity of received goods.
• Communicate with vendors to clarify specifications and resolve any issues.
• Monitor and track the status of open orders with vendors.
• Communicate proactively with vendors to obtain order status updates.
• Address any delays or issues in collaboration with vendors to ensure timely deliveries.
• Ensure all procurement activities adhere to relevant regulations, and organizational policies.
• Support on other routine office tasks as assigned by the Head of Operations

Requirements:

Qualifications

• Recent graduate from accredited university in Business Administration, Secretarial science or Office Management or Marketing