Admin Executive at TDiLife

Job Duties / Responsibilities / Accountabilities
Fleet Management:

• Maintain all vehicle inventories and update company vehicle data base weekly.
• Responsible for daily inspection of all company vehicles and reporting any conditions of concern to supervisor immediately.
• Maintaining effective use of company vehicles by tracking route covered and fuel usage analysis report.
• Collate information on vehicle maintenance / repairs weekly and follow up on until the vehicle is fixed.
• Ensures company vehicles are serviced at regular intervals and in accordance with the manufacturer specification.
• Ensure each vehicle has sufficient fuel and records mileage covered at the point of subsequent purchase.
• Ensures registration and renewal of vehicle papers in compliance to statutory regulation(s) and are in each of the vehicles.

Office Management/Employee Relations:

• Coordinates office services and personnel; this including other Admin staff, office moves, office design, records management and control, etc.
• To ensure maximum support is provided to the sales team for the achievement of at least 100% of the global Sales Target.
• Preparing correspondence for management review and sign-off, as well as communication of admin-related matters to all employees, when necessary.
• Receives employees’ complaints and refers them to appropriate department/persons to resolve the challenge.
• Act as a point of contact for HR queries from staff and managers, dealing with issues where able or referring onto Head HR/Admin if necessary.

Recruitment/On-boarding Management:

• Coordinate new staff request, short-listing of candidates, invitation of candidates for interview, document screening, and interview reports.
• Coordinate and conduct staff induction for all new entrants and pre-employment medical examination/report for all new staff
• Conducting references and guarantors background checks and improve employee on-boarding experience through three-month check-up via KYC (Know Your Company)
• Organising office moves and provision of work station where necessary.

Man-Power Planning:

• Control, maintain and update manpower plan and prepare related monthly and weekly reports.
• Maintaining an updated record of personnel working in each department within the business units in order to ensure proper staffing level.
• Formulating plans for meeting the business' manpower requirement and ensuring proper utilisation of existing human resources to meet organisational objectives.
• Updating approved changes in the structure/layout of the business structure.
• Reviewing and advising departmental heads on job description writing for all positions and ensuring they are updated, issued to staff and maintained in staff files.
• Design and implement a central hiring procedures portal for managers to use when hiring all job types
• Ensure all vacancies are filled with the suitable candidates within the targeted time

Talent Management and Development:

• Supports the Head, HR/Admin in implementing strategies for talent identification and development.
• Designs and coordinates various talent development programs approved for company’s talent pipeline.
• Identifies and coordinates resources to meet organisation-wide talent, learning, educational and developmental needs.
• Manage succession planning for key roles.
• Be instrumental in driving talent retention agenda for the business and reporting on turn over, absences and reasons for leaving.
• Gathering data for training need analysis and preparing annual corporate training plan in conjunction with line managers.
• Evaluates trainer competence, performance and effectiveness of training courses and provide recommendations for improvement.

Regulatory Matters:

• Interphases between all stakeholders including management, vendors and regulators on relevant regulatory matters.
• Processing of trade and advert permits.
• Processes regulatory permits and insurance of all assets and claims, in conjunction with other departments requiring such insurance and permits.
• Any other duties as may be assigned by the Head HR/Admin from time to time.