Process Administrator

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.

Responsibilities:

• 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

Requirements:

• 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.