Job Information
Carsome Executive, Performance & Admin in Klang, Malaysia
About You (Job Brief)
The Executive, Performance & Admin is a pivotal role responsible for CCL HQ Administration tasks and optimizing operational performance. This position entails a comprehensive approach to support People Performance, monitor operational data, and provide in-depth analysis to identify areas for improvement. The goal is to maintain a high-performance work environment, improve productivity, and ensure efficient operations.
This role will report to the Manager, Performance & Admin, and will work closely with multiple Carsome respective stakeholders as a channel person for cross-functional support to optimize organizational Performance and Administrative.
Your Day-to-Day (Job Description)
In this multifaceted role, you will be responsible for day-to-day various critical functions consist of the following:-
(Note: The extent and frequency of tasks are subject to the unique requirements and demands of each task)
People Performance & Services:
Ensure accurate attendance tracking and reporting, addressing clocking trends and absenteeism.
Performing attendance analysis and preparing reports for Attendance Fulfillment rate.
Upload monthly operation schedule rosters to the HR system.
Monitor and track employees' Driving Licenses.
Plan, schedule, and oversee employee Training and any development program.
Manage employee Access Card applications and related IDs.
Facilitate onboarding and orientation for new CCL team members.
Provide assistance for offboarding procedures.
Coordinate and support Team Engagement programs.
- Procurement & Finance Support:
Efficiently manage procurement activities for CCL HQ purchasing, including sourcing requests and PRPO processes.
Handle invoice submissions and payment arrangements in collaboration with Finance.
Interact with Group Procurement and vendors for purchasing tasks, including delivery logistics.
Assist in tracking and submitting Petty Cash for the Facilities Department.
Monitor CCL vendors' transactions, outstanding payments, and accounts receivable/accounts payable, closely collaborating with Finance.
Conduct monitoring of operational invoicing and SOA reconciliation when necessary.
3.Office Supply & Inventory Management:
Oversee the management of office supplies, including pantry items, stationeries, first aid kits, uniforms, safety equipment, operational devices and others.
Maintain an accurate inventory and stock management system.
Regularly update records of available items and stock levels to ensure optimal inventory levels for procurement planning.
Perform stocktaking activities with detailed reports to track inventory accurately.
- Data Performance & Analysis:
Monitor and ensure the accuracy of Admin KPI performance related to invoice management and processes.
Conduct in-depth analysis of operational productivity performance.
Utilize data analytics to derive insights and make efficiency recommendations.
People databases.
- Cross-Functional Support:
Coordinate internship programs, addressing student attendance issues, module allocation & relevant tracking reports.
Provide assistance for resolving company system issues faced by employees, such as IT and HR matters, and report them to the respective departments.
Support supply chain Onboarding and CCL tours (Once a Month).
Act as the channel point of contact for Carsome HQ respective stakeholders, facilitate information flow and data compilation for relevant taks.
Support employees for HRMS activation follow-up and address employee inquiries related to HR / any support matters.
- Records Tracking & Reports:
Maintain and update relevant database records, including staff and intern student databases.
Regularly update and maintain accurate reports and databases.
Prepare reports and presentations as needed.
- Other Tasks:
Provide comprehensive administrative support to ensure efficient office operations and smooth organization.
Execute various administrative duties such as filing, typing, copying, binding, and scanning.
Undertake any other duties within the scope of responsibilities and the coverage of Administration & Performance tasks.
- A bachelor's degree (or equivalent qualifications) in a relevant field such as Business Administration or General Management.
Procurement and Finance support: Proficiency in procurement processes and financial support in procurement activities, invoice management, and financial support.
HR and People Management support: Experience in HR-cross-supports or people management, including onboarding, training coordination, and employee engagement.
Data Analysis: Proficiency in data analysis & performance evaluation and reporting
Inventory and Stock Management: Prior experience in managing office supplies, inventory, and stock levels.
Cross-Functional Support: Demonstrated ability to collaborate across departments and provide cross-functional support is valuable.
Project Management: Experience in project management or involvement in project-related activities is beneficial, especially for supporting PMO initiatives.
Records and Database Management: Proficiency in maintaining and updating databases and records.
Reporting and Presentation Skills: Strong skills in preparing reports and presentations as well as proficiency in relevant software.
Office Administration: Solid experience in general office administration, including administrative duties, is required.
Organizational Skills: Strong organizational skills to manage multiple tasks and responsibilities effectively.
Analytical Skills: Ability to analyze data, identify trends, and make data-driven recommendations.
Communication Skills: Excellent communication skills, both written and verbal, for interacting with various stakeholders.
Teamwork: Demonstrated ability to work collaboratively in a team and across functions.
Detail-Oriented: High attention to detail for maintaining accuracy in various tasks.
Problem-Solving skill: Effective problem-solving skills to address issues as they arise.
Flexibility: Adaptability to handle diverse tasks and adjust to rapidly changing requirements (fast-paced environment)
Good Attitude and Dynamic Personality: A positive attitude and dynamic personality that contribute to a collaborative and motivated work environment