Svcs Administrator

Job Description

Administrative Assistant will be responsible for providing administrative and secretarial support to departments and personnel within the Klang site. This position will perform duties including answering the phone and screening calls, greeting visitors, typing, filing, scheduling, coordinating meetings and conferences, obtaining supplies, coordinating mailings, and special tasks/projects as required.

Responsibilities

Front Office

• Receiving visitors at the front desk by greeting, welcoming and directing appropriately
• Answering, screening and forwarding incoming and outgoing calls. Taking messages as when required
• Receiving, sorting and distributing daily mails.
• Coordinates with courier service provider in transporting documents
• Ensuring Reception area is tidy and presentable, with all necessary stationery and material(e.g Pen & forms)
• Maintain office security by following safety procedures and controlling access via the reception desk (activation of access card & terminating access card)
• Preparing meeting rooms for next occupant
  
  

Admin

• Managing attendance systems & records for all employees by verifying their daily attendance and to provide late in attendance report to managers/supervisors on monthly basis.
• Assisting Training department in photocopying documents & preparing training material
• Assist to prepare new joiners form, access card and other admin related.
• Exit employees on their last day of employment by ensuring all items are collected as per company exit checklist
• Arrange travel & accommodation for guest
• Does other clerical receptionist duties such as filing, transcribing and fax (if any)
  
  

Facility

• Order office supplies and keep inventory of stock such as office stationeries & pantry items
• Conduct monthly audit on office facility to ensure defects are kept at minimal level
• Communicate with vendors to ensure all defects are rectified in timely manner
• Source quotations of vendor on ad-hoc basis
• Deals with building management matters pertaining to access, any disruption that occurs
• TECHNICAL, MANAGERIAL OR OTHER PROBLEMS (THE GREATEST CHALLENGES IN THE POSITION, TYPES OF PROBLEMS ENCOUNTERED.)
• Handling/screening uninvited visitors and unsolicited sales calls.
• Dealing with non‐standard requests for changes of appointment times.
• Handling serious complaints or particularly difficult internal customers.
• Dealing with other complaints about the centre, level of service, etc
• One of the major challenges of this position is the ability to multitask.
• This position requires a positive, upbeat and “can-do” attitude.
• This position may be required to adapt to a fast paced, changing environment.
• This position has a very high level of interaction and visibility and requires the ability to provide timely and accurate information, while dealing with challenges in a pleasant manner.
• CONTACTS INSIDE/OUTSIDE ORGANIZATION (IDENTIFY SIGNIFICANT CONTACTS BOTH WITH OTHER
• Internal contacts include all levels of S-W management and employees, including field employees/calls from around the world.
• External contacts include job seekers, work verification requests, various vendors, etc.
  
  

PRINCIPAL ACCOUNTABILITIES(THESE STATEMENTS IDENTIFY KEY END RESULTS OF THE JOB. ACCOUNTABILITIES ARE NOT ACTIVITIES OR DUTIES…THEY STATE WHAT THE JOB’S ACTIVITIES ARE SUPPOSED TO ACHIEVE/ACCOMPLISH. DO NOT RESTATE DUTIES. USE ACTION VERBS TO DESCRIBE ACCOUNTABILITIES. SHOULD HAVE BETWEEN FOUR – TEN ACCOUNTABILITIES.

• Provides a highly efficient, courteous and welcoming reception service to visitors and internal staff
• Operates the general telephone system line service, receiving and directing calls courteously and efficiently
• Deals sensitively with anxious or distressed visitors/callers, whether in person or by telephone
• Opens and distributes incoming posts appropriately (including office emails as applicable)
• Co-ordinates the preparation and posting of outgoing mail and packages
• Co-ordinates taxi and travel arrangements as requested
• Provides administrative support for staff as required
  
  

Qualifications

• Candidate must possess at least a Professional Certificate, Diploma
• Possess Initiative and willing to learn
• Able to communicate and write in English
• Familiar with Microsoft Excel and Microsoft Words.
• Prefer with good interpersonal and communication skills.
• Able to work accurately with min supervision.
• Minimum 2 years relevant experience.
  
  

About Us

At Sherwin-Williams, our purpose is to inspire and improve the world by coloring and protecting what matters. Our paints, coatings and innovative solutions make the places and spaces in our world brighter and stronger. Your skills, talent and passion make it possible to live this purpose, and for customers and our business to achieve great results. Sherwin-Williams is a place that takes its stability, growth and momentum and translates it to possibility for our people. Our people are behind the strength of our success, and we invest and support you in:

Life … with rewards, benefits and the flexibility to enhance your health and well-being

Career … with opportunities to learn, develop new skills and grow your contribution

Connection … with an inclusive team and commitment to our own and broader communities

It's all here for you... let's Create Your Possible