Executive - Administrative & Digital Solutions

ROLES, RESPONSIBILITIES & AUTHORITIES:

Based in Kuching and is responsible for providing comprehensive administrative support while spearheading the digital transformation of administrative processes. This roles combines traditional office management tasks with a focus on implementing and maintaining digital tools to enhance efficiency, reduce operational costs and streamline administrative functions. This role ensures the effective management of physical assets and processes, alongside driving the transition to digital platforms aligned with the Organization's digitalization goals.

The following duties are not exclusive and certain items require delegation in whole or in part to be adequately fulfilled.

Digitalization of Administrative Processes:
Assist in leading the transition from manual to digital systems for tasks such as document management, procurement, and office asset tracking to streamline workflows and increase operational efficiency.

Office System Optimization:
Maintain and optimize office systems by introducing digital tools that improve office operations.

Digital Data Management & Reporting:
Implement and manage digital platforms for monitoring of administrative operations, such as budgeting, asset tracking and vehicle management. Ensuring that all records are up-to-date and accessible.

Vehicle Management (Including Digital Solutions):
Managing Group Company vehicles, incorporating digital tools to monitor vehicle allocation, repairs, insurance renewals and procurement, ensuring all vehicle data is tracked digitally for more efficient reporting.

Asset Management (With Digital Integration):
Ensure compliance with the Fixed Asset (FA) policy, maintaining up-to-date digital records for all company assets. Leverage scanning technology and asset management software to improve tracking and reporting of Company Assets.

Budget Management:
Participate in preparing, monitoring, and controlling of the Admin department budget, utilising digital tools for better tracking, forecasting and reporting of expenses.

Procurement & Vendor Management (Digitalized):
Manage procurement processes, including sourcing, preparing and processing office purchase requests. Implement e - procurement systems to streamline purchase orders and improve compliance with procurement policies.

IT Coordination for Administrative Tools:
Collaborate with the IT Department to ensure that all administrative digital systems are secure, regularly updated, and compliant with internal policies. Troubleshoot issues related to digital platforms used in office operations.

Office Efficiency & Maintenance (with Digital Tools):
Oversee the maintenance, security, and tidiness of office spaces. Incorporate digital tools for facility management, including space utilization software, security monitoring and equipment tracking.

Support to Other Business / Functional Units:
Continue to provide administrative support to other departments, incorporating digital tools to enhance the efficiency and quality of cross-functional services.

Team Collaboration & Training on Digital Tools:
Provide training and guidance to staff on using new digital tools and platforms to ensure successful adoption and seamless integration into daily office tasks.

Continuous Improvement & Innovation:
Regularly assess existing administrative processes and explore innovative digital solutions that can be adopted to further enhance efficiency, reduce costs and improve the overall workflow.

Perform any other duties assigned or as directed by Superior from time to time.