Senior Administration (6 month contract)

Job Description:

Airbus Asia Training Centre (AATC) is looking to hire an administration professional for our Business Operations Department, on a 6-month contract. Responsibilities include overseeing the day-to-day operations in security, procurement and other support functions in ensuring the seamless execution and completion of processes within the department.

Responsibilities

• Administration:

  • Monthly invoice process from suppliers such as telcos, rental of printers, security services

  • Quarterly billing to Satair on security services rendered

  • Yearly IM SLA and any chargeback or project cost by Airbus Helicopters Southeast Asia

  • Ad hoc billing to Airbus Helicopter on maintenance services rendered

  • Forecasting quarterly expenses of IT and security and revenue of ATR Training Centre

  • Communication with Starhub telco for new mobile requirements, mobile distribution to staff and data roaming application as authorized personnel

  • Update and conduct Induction programme to new joiner on Business Operations department. Main objective to ensure new joiners are aware of the assembly point and evacuation routes. 

  • Assist Training Operations team in ordering training materials for operations. 

• Security:

  • Ensuring day to day security operations run smoothly. (E.g. Ensuring sufficient security officers on site, patrolling completed, familiarisation with AATC emergency response plan, all new and reactivation of badge recoded accordingly.)

  • Check customer registration records for any discrepancy or any customers from the sanction country list. 

  • Update and ensures the security procedure manual is up to date

  • Able to operate all security management systems such as Sipass, Siemens CCTV system, iDesign, visitor registration management.

  • Incident management such as incident investigation include CCTV footage extraction, access records extraction.

  • Ordering of badge necessities such as cards, lanyards and card holders

  • Assisting with Satair security services such as any badge enquiries or access investigation required, new badge request, and CCTV footage extraction.

  • Any adhoc duties or projects required

• Shared Services IT support:

  • Work closely with IM Business Relationship Manager to ensure any IT related issues in AATC are being solved promptly and service rendered. 

  • Open communication with different IT teams to ensure any issues occur to follow up closely. Different teams such as the network team, Tech Bar team etc.

  • Administrative processes for invoice from suppliers such as SoftwareONE Deutschland Gmbh, NTC Integration and adhoc

  • Observe and look out for any IT related issues on site or improvement needed. 

  • Support AATC staff in any IT related issue. Issues unable to solve, encouraged to raise ServiceNow ticket or proceed to Tech Bar for assistance. 

• Procurement:

  • To process all Purchase Request from Business Operations staff to Purchase Order

  • Ensure all supporting documents uploaded, PR raised are tally and justified. Any cost differences are to clarify with the requestor. Encourage staff to negotiate with suppliers on price differences.

  • To process New Vendor Requests (KYS). Ensure all documents provided are sufficient before applying to the SMDA team. Once approved, the vendor requests to forward to the finance team for the SAP creation process. 

  • Aging report from finance, to follow up with customers on payment. 

• Duty Manager:

  • To process Duty Manager monthly allowances

  • Ensure all DM processes and information required are provided for their duty. 

  • Conduct quarterly or semi annual meeting to discuss on past experience, process and feedbacks from both DM and staff

  • Open communication between DM and staff to understand both needs and challenges

This job requires an awareness of any potential compliance risks and a commitment to act with integrity, as the foundation for the Company’s success, reputation and sustainable growth.

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