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.
2. 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.
4. 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.
5. 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.
6. 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.
In summary, This role encompasses a wide range of responsibilities critical to the smooth functioning of CCL HQ, reflecting your ability to manage diverse tasks and functions effectively.
Your Know-How (Job Requirements)
This role should ideally possess the following qualifications and working experience:
- A bachelor's degree (or equivalent qualifications) in a relevant field such as Business Administration or General Management.
A minimum of 3 years of experience with at least Executive positions in administrative roles, including experience in managing various administrative functions and tasks, those with Automotive Operation Management includes following experience are advantages:-
- 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.
[Key Skills and Competencies]:
- 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