Role Summary Support Director Finance - BBS APAC and Senior Director, Finance Operations in administration and operations requirements. Ma...
Role Summary
- Support Director Finance - BBS APAC and Senior Director, Finance Operations in administration and operations requirements.
- Management of the overall centre’s operational and administrative requirements.
- Focal point in interacting and collaborating with internal and external customers.
- Support in the overall centre’s employee engagement and communication initiatives.
Main Responsibilities
1) Local Administration
- Manage centre’s administrative tasks :
- Managing mails and courier requirement for the centre.
- ID badge cards activation and deactivation process, including centre security arrangement for visitors.
- Managing visa letters and accommodation for foreign employees as required.
- Coordinating Fixed Assets (FA) tags printing and distribution.
- To engage and receive external visitor coming to the centre.
Pro-actively evaluate staff amenities for the centre and recommend improvements.
Provide support to Senior Director- BBS APAC and Senior Director, Finance Operations for submission of expense claims, business travel preparation, external meeting / appointment management, preparing power point slides and for any administrative matters as and when required.
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2) Procure to Pay Backoffice
- Purchase order and invoice approvals for centre utilities and supplies.
- Work with relevant requestors to ensure appropriate vendors are selected for the centre services.
- Manage the centre Purchase Requisitions, submit on the relevant Procurement system, providing the appropriate supporting documentation.
- Manage goods receipt (GR) creation, invoices accuracy control and support local accounting in the analysis of reviewing accruals for month end close (MEC).
- Ensuring that relevant data is updated on the local statutory electronic invoice system.
- Share invoices and payment status information with Vendors upon request.
3) Provide support and backup to the Facilities Manager
- Prepare/update maintenance schedule for the facility and monitor the adherence to scheduling of required maintenance.
- Coordinate matters pertaining to the building, including maintenance, repairs coordination and security.
4) Internal Controls Environment
- Ensure Internal controls and company compliance requirement are met.
- Support BBS internal and external audits documentation requirements.
5) Support the centre’s employee engagement activities and communication initiatives
- A permanent member of the Baxter Energizer team.
- Engage with planning and implementation of activities.
- Be a communication champion for Centre initiatives.
Job Requirements :
- Education
- Bachelors Degree and/or Diploma equivalent qualification.
- Experience
- 5 and more years as an Office Manager/ Office Admin role are preferred.
- Performed job roles as mentioned in this Job Description
- Proven record of coordinating administrative related activities
- Skilled communication with internal and external stakeholders
- Have a positive outlook towards continuous learning.
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