Process Administrator

Job Type: Full Time
Job Location: Malaysia
Company: Hargreaves Industrial Services
Purpose of the role:

The Process Administrator will be responsible for administering and coordinating a variety of multi-disciplinary processes from across the business. They will be required to complete HR onboarding information, capture tender information, coordinate procurement and supplier management activities and deal with ad-hoc requests.

  • Perform day-to-day process administration
  • Ensure completeness and integrity of information collected to conduct daily operations
  • Main point of contact for procurement and supplier management activities
  • Ensure the processes outlined in the procurement policy are adhered to
  • Provide support to those wishing to submit a purchase request
  • Coordinate submitted purchase requests to ensure they follow the correct approval process and follow up with approvers to ensure requests aren’t missed
  • Obtain quotations from suppliers
  • Work closely with finance colleagues to ensure a smooth transition between purchase requests and raising a purchase order
  • Check goods/services are delivered on time
  • Maintain the asset database ensuring it is updated when new purchases are made or assets disposed
  • Issue supplier registration forms to new suppliers and guide them through the process ensuring they provide as much detail as possible
  • Manage the approved supplier database ensuring it is accurate and up to date
  • Work closely with colleagues to monitor and review supplier performance
  • Periodical reporting to management team on procurement and supplier activities
  • Provide the initial data input for employee recruitment requests
  • Provide the initial data input to the tender review process
  • Project Management administration
  • Respond to client registration requests
  • Provide data analysis and suggestions for areas of improvement within the processes
  • Perform ad hoc tasks
  • Educated to STPM Level or equivalent as a minimum
  • Minimum 3 years’ relevant experience, preferably in handling multiple tasks and different roles in an SME
  • Able to work under pressure, result oriented, excellent communication skills, self-motivated, responsive and detail minded
  • Well organized individual, able to manage multiple tasks, strong problem-solving skills, able to meet deadlines, people oriented
  • Preferably has experience of working with Formstack but as a minimum must be familiar with Formstack
  • Highly competent IT skills particularly in Microsoft Office, Skype, OneDrive, Microsoft Teams and Formstack amongst others
  • Good command of written and spoken English, Cantonese and Mandarin
Key competencies:
  • Extremely well organised with a high attention to detail
  • Flexible and strong ability to multitask and prioritise workloads with minimum supervision
  • Highly motivated and driven to complete tasks by the required deadline and to a high standard
  • Ability to understand and follow defined processes and procedures, but also able to suggest and input into service improvement initiatives where applicable
  • Quick learner
  • Innovative and proactive mindset to anticipate and identify process improvements
  • Willingness to learn new things and take on additional responsibilities
  • Capable of working under pressure whilst maintaining the ability to plan & coordinate
  • Highly motivated; eager to contribute to an effective team operation
  • Reliable and responsible
  • Strong interpersonal and negotiation skills.
  • Must work at all times in the best interest of the COMPANY and CLIENT.
  • Must possess sound reasoning skills and have the ability to follow directions
  • Must have the ability to communicate effectively with both technical and non-technical staff in a multi-cultural environment.

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