1. Financial & Office Administration
- Prepare and process payment memos for invoices, ensuring timely submission and approval.
- Track and follow up with JLGS Finance on payment status and related financial documentation.
- Draft memos and proposals related to office expenditure, procurement, and administrative requirements.
- Maintain accurate filing and record-keeping of all administrative and financial documents.
2. Coordination with JLGS Shared Services
- Finance: Liaise with JLGS Finance on invoice processing, vendor payments, and expense reimbursements.
- IT Support: Coordinate with JLGS IT for troubleshooting, hardware/software requests, and system access matters.
- Procurement: Work with JLGS Procurement to raise purchase requests, manage vendor quotations, and ensure timely delivery of office supplies or services.
- Human Resources: Support HR-related administrative matters such as recruitment coordination, staff onboarding/offboarding logistics, leave administration, and HR document handling.
3. Travel, Attendance & Logistics Coordination
- Arrange travel, transportation, and accommodation bookings for all staff in line with company policy.
- Maintain up-to-date records of all staff movements, including leave, outstation trips, external meetings, and medical leave.
- Manage related documentation including travel memos, approvals, and claims.
4. Event & Administrative Support
- Provide logistical and administrative support for company events, meetings, and staff activities.
- Coordinate with vendors and internal teams for smooth execution of events.
- Assist in preparation of materials, reports, and presentation documents as needed.
5. Office & Vendor Management
- Serve as the primary point of contact for all office operations and maintenance-related matters.
- Liaise with external vendors such as cleaning services, water suppliers, maintenance contractors, and facility service providers.
- Monitor and maintain adequate stock of office supplies, pantry items, and consumables.
- Ensure the office environment remains clean, organized, and conducive for work.
6. General Administrative Duties
- Provide day-to-day administrative support to the reporting officer.
- Handle confidential information with discretion and professionalism.
- Perform any other administrative or operational tasks as assigned.
