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)

  1. 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:

            [Academy Qualifications]:

            • A bachelor's degree (or equivalent qualifications) in a relevant field such as Business Administration or General Management.

            [Working Experience]:

            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