Administrative Executive (contract)

Purpose of the position

• Provide administration services to comply to Governance requirements
• The position is responsible to provide sales admin support to meet commercial targets.

Principal responsibilities

• Office Administration Services
• Organise and provide secretarial services to management Committee meetings.
• Process Contract documents which include stamping, updating contract register and folder, hard and soft copy distribution and filing, processing of Bank Guarantees, submission of related contract insurance to customers as per governance requirement.
• Maintenance of office documents in SharePoint or similar central depository for Policies, Procedures, Records, Management Committee Minutes, Board papers, Circular Resolutions, Board Minutes, Legal Register, Licenses, and other company-related documents
• Processing PETRONAS License application through the PETRONAS License Management System portal which includes collating of required documents and updating related company information.
• Support programs under IGSSB Risk Policy which include Enterprise Risk Profile (ERP), Business Continuity Plan (BCP), Crisis Management Plan (CMP) and Risk Assessment Decision Matrix (RADM).
• Maintaining Project documents which include Work in Progress (WIP) Listing, Project Register IO, LOA, PO, and Invoices to Customer and from Supplier as per governance requirement.
• Other services to improve efficiency of the office and governance of IGSSB operations from time to time.

Sales Administration Services

• Daily monitor PETRONAS SMART and SUS portal for invoice submission of Northern, Central, Mid Region and Southern PETRONAS link Operating Plant Units (OPU).
• Bi-Weekly monitor MMHE Portal for GRN status MMHE PO's and compile related job file/DO's for invoicing
• Daily monitor cylinder stock movement in customer accounts supply chain including MMHE, PRCSB, PPCSB, PePSB and other related OPU's.
• Opening new MMHE Sub Contractor ShipTo Accounts, other customer accounts and vendor accounts as and when required.
• Process Credit and Debit Notes as and when required inclusive of compiling the required documentation.
• Process Pricing updates when required.
• Support project manpower registration for e-vetting, site safety briefing, compilation of medical certificates, OGSP and other related project required certification such as COVID19 records as and when required
• Compilation of Project billing supporting documents required in a project which includes customer and suppliers Time Sheets, Equipment Service Notes and Delivery Orders, Customer Order and Variation Order, QAF, LOA's. Also include effective closure of Project Internal Orders (IO's) that meets financial standard requirements.

Key interfaces

• Functional areas of Linde which includes Customer Engagement Center, Customer Medical Engineering Services, Gas Application, Deliver and PETRONAS OPU Group Procurement, Users and Account Payables departments.

Required critical behavior

Customer Intimacy

• Understand customer's Order to Cash (OTC) payment requirements and delivering service solutions to facilitate timely delivery and payment.
• Understand customer Health, Safety, Environment and Security (HSE) requirements and delivering service solutions to facilitate timely delivery and payment.
• Build strong relationships with internal stakeholders and working together to resolve customer related issues.

Functional Skills

• Order to Cash process in customer's owned portal environments such as PETRONAS GEP SMART, SUS, PLMS and MMHE Portal.
• Receivables, Payables and Account administration in SAP, and Salesforce.
• LMSB SAP, Salesforce, MS Office

Meticulous and timely

Governance

• IGSSB HSE Policy
• IGSSB Compliance Policy and Guideline
• IGSSB Risk Policy
• IGSSB Standard Operating Procedures (SOPs)
• IGSSB Risk Policy
• IGSSB MC Terms of Reference (TOR)

Required key skills (functional/technical)

• Familiar with Customer portals, Salesforce, SAP, and Microsoft Office
• Familiar with Stock Management, Order to Cash Processes and Business Administration processes.
• Excellent communication skills in English and Bahasa Malaysia

Required qualifications/experience

• At least Diploma holder in Business Admin with preference for Degree Holder with experience