Administration Services, Manager – KUALA LUMPUR
Kuala Lumpur
Office Management (Administration & Office Support)
Full time
JOB SUMMARY
- To oversee and handle day-to-day operations of the Administration Department (general administration and organisational support services) and be responsible to ensure accurate and up-to-date records, smooth operations and non-disruptive service support to Members and internal customers.
- To handle internal corporate secretariat duties with the guidance of the Company Secretary and be responsible to ensure timely preparation and execution of company’s corporate matters.
- To lead the Administration team and to serve as liaison between Senior Management and staff in communicating expectations, needs and feedbacks to achieve objectives and set targets. To assist the Reporting Officer in overall departmental and strategic matters such as planning, control and review.
JOB DESCRIPTION
General Administration and Organizational Support Services
- To oversee back-office Membership support services – lockers, car stickers, golfers’ insurance and membership accounts (billings and credit control). To oversee other internal organisational support services. Prepare correspondences with Members and 3rd parties. Vetting through standard letters/replies prepared by the staff. Ensure timely replies and item deliverables and accurate information are provided. Personally attend to critical or complex cases. To review and manage outstanding cases. To identify and manage/ resolve problems and issues.
- To handle license, permits and trade-marks. Update master register of all licenses, permits and trade-marks of the RSGC.
- To manage Club’s general insurance. Liaise with various departments, 3rd parties and insurer on claims and monitor claim status. Assist in renewal and tender exercise of general insurance.
- To assist the Reporting Officer to manage the service contracts of operators (Pro Shop, Barber Shop, Massage Rooms and Ladies’ Hair Salon). Monitor performance (periodic and adhoc inspection at outlets, frequency of emergency closures and complaints received, etc.) and prepare half-yearly summary reports.
- To spearhead periodic data and record reconciliation of membership billings, car stickers, lockers, golfers’ insurance and other records so as to check for completeness, accuracy and compliance to SOP and to prepare summary and discrepancies report.
- To take charge in conducting auctions of “Loss and Found” items to Members on a half-yearly basis or at other intervals.
- To coordinate preparation, printing and sending of Annual Fixtures booklets.
Internal Secretariat Duties
- To provide internal secretariat support duties and to liaise with Company Secretary on AGM/EGM and company registration matters. To coordinate preparation for AGM/EGM. To coordinate preparation and printing of Annual Report and minutes of AGM/EGM.
- To update amendments to Memorandum & Articles of Association (M&A) and Bye-Laws. To compile and update Policies made by The Committee. To manage the change control of these documents. To be knowledgeable in M&A and Bye-Laws so as to be able to assist Reporting Officer to provide relevant sections in relation to M&A and Bye-laws when information is required.
- Management General Duties and Other Responsibilities
- To prepare work plans and schedules and to delegate and assign tasks to subordinates, monitor timelines, work progress and quality output. Allocate and control overtime. Conduct briefings and knowledge sharing and guidance to the staff to achieve set targets and timelines. Conduct periodic review on work performance on 1st level basis.
- To track medical and punctuality records of subordinates. Provide 1st level counselling to those with habitual records and monitor improvements
- To attend Administration meetings. Coordinate meeting, compile agenda and prepare draft minutes and reports. Assist to prepare proposals.
- To assist the Reporting Officer in overall departmental and strategic matters – planning, control, managing KPIs, reviews and in annual budgeting exercise. To update SOP and monitor compliances by the staff.
- To assist to review requests/requirements, conduct research and compile information for upgrades and new implementations. Coordinate implementation of new projects.
- To prepare monthly summary status report (or any other interval) to update on the functional and operations areas for review by the Reporting Officer.
QUALIFICATIONS, SKILLS AND KNOWLEDGE
- Possess a Diploma/Degree in Administration Management/ Business/ Mass Communication or its equivalent
- Proven minimum 3 years of work experience in Administration/ Executive Secretary services.
- Thorough knowledge of customer service and office management.
- Solid knowledge of MS Office, particularly Excel, Word and Power Point.
- Proficiency in English and Bahasa Malaysia (oral and written) – additional language is a plus
- Excellent communication and people skills
- Proficient in report writing
- Analytical and problem-solving skills
- Teamwork, Multitasking, organizational skills and action oriented.
APPLY AT :- JOBSTREET – ROYAL GOLF