Admin and Business Executive at Westflux Integrated Services Ltd

Position Summary:

• We are seeking an experienced Admin / Business Executive to support our Administration and Business operations.
• The ideal candidate will bring at least 2-5 years of experience in the oil & gas industry, with a strong track record in Administration-Operations, Business Management.

Key Job Responsibilities – Admin / Business Executive

Administrative Support

• Oversee daily office operations, including establishing and maintaining office procedures and filing systems.
• Coordinate travel arrangements for staff members (where required), including itinerary planning, accommodation booking, and transportation arrangements, as well as scheduling meetings.
• Coordinate and facilitate meetings (where required), prepare agendas, record minutes, and follow up on action items.

Document Management

• Oversee document control and records management, ensuring all project documentation is organised, up-to-date, and stored securely.
• Develop and maintain a centralised digital document management system for easy access, retrieval and reference.
• Ensure proper documentation standards are followed, including formatting, version control, and compliance with company policies and industry regulations.
• Track and archive contracts, agreements, permits, and other key project documentation.

Minor Procurement and Inventory Management

• Handle minor office procurement activities, including obtaining quotes, negotiating with vendors, and preparing purchase orders.
• Maintain an inventory of office and project supplies, and ensure timely replenishment.
• Coordinate with local vendors and suppliers to ensure the timely delivery of goods and services.
• Support budget tracking by maintaining records of procurement activities and expenditures.

Research and Reporting

• Conduct project-related research, including market analysis, industry trends, and regulatory requirements.
• Compile industry-related data, analyse performance metrics, and monitor key indicators.

Website Information Management

• Responsible for updating the company website and LinkedIn page with relevant information, especially with relevant industry happenings
• Ensuring that key milestones achieved on the company project(s) for public consumption are uploaded to the website promptly
• Liaise with the website maintainer to ensure the site runs smoothly and consistently.

Team and Office Organisation

• Schedule, organise, and manage meetings, including preparing agendas, taking minutes (where required), and following up on action items.
• Organise and maintain a structured and productive office environment.
• Facilitate effective team communication and information flow.
• Assist in the preparation of training materials and organise team-building activities.

Compliance and Governance

• Promote adherence to company policies, safety protocols, and industry regulations.
• Prepare project documentation for audits, inspections, and compliance reviews.
• Support the implementation and monitoring of company-wide governance and compliance initiatives.
• Manage Inquiries: Handle inquiries from internal teams and external stakeholders promptly and professionally.

Light-Duty Support Functions

• Handle general office management tasks such as photocopying, scanning, and filing.
• Assist in organising project and company events, including workshops, training sessions, and conferences.
• Act as a point of contact for facility-related issues, coordinating with facility management for maintenance and repairs.