OVERVIEW
General Operation Support
- Provide IT related administrative, management and operations support.
- Perform a variety of IT related administrative tasks to help keep department run smoothly.
- To organize and maintain proper filing and records, handle confidential documents ensuring they remain secure.
- Managing superior diaries and organising meetings and appointments.
- Liaise with appointed legal team for legal documents review.
- Liaising with staff, suppliers, and cross department team.
- Collating and filing expenses. Organize and maintain records, filing, IT townhall, IT event, external program and etc
- Responsible for office related of the purchasing and/or inventory functions Monitor spare part life cycle and aging trends, recommend inventory optimization strategies.
- Handling external and internal communication and correspondence when required.
Budget Management and Control
- To manage annual budget planning and budget control processes and expenses record.
- To support process improvement in areas related to budgeting and expenses management.
- To monitor and track variances and provide recommendation for cost optimization
- To coordinate with IT Managers for PR preparation and IT Expenses record
- Develop and maintain the software license management procedures and policies.
- Prepare report in a timely manner.
Software License Management:
- To manage every type of software license such as OEM, trial, concurrent, individual, volume, enterprise, node locked, free, named user, and CAL licenses, etc
- To keep notifying if some license is about to expire or to support license agreements.
- Provides expertise in software licensing and will act as the central point of knowledge and management of software licences within IT department.
- Responsible for maintaining relationships with third party suppliers and the related IT Operation team.
- Develop and maintain the software license management procedures and policies.
- Prepare report in a timely manner.
Administration and Manpower Planning
- Ordering office supplies and replacements, as well as managing courier services, office utilities bills and petty cash.
- Maintain electronic and paper records ensuring information is organized and easily accessible
- Excel in IT administration duties with keen eye to improve productivity and procedure. Able to guide and lead in maintaining/improving documentation, tracking.
- Support workforce planning, resources allocation, organization design
- Maintain accurate records for staffing and capacity planning
- Collect, validate, and analyze operational data (budget, headcount, spare part aging, resource utilization, SLA, etc).
- Prepare dashboards and reports for KPIs and operational performance.
REQUIREMENTS
- Minimum in Diploma in Information Technology, Secretary, Business Admin, Administrative Management, or any other fields deemed applicable.
- Minimum 5 years of working experience with similar roles and responsibilities preferred.
- Extensive experience in using office software such as MS Word, Excel, PowerPoint and other tools.
