Job Description

Date:

Oct 26, 2025

Location:

QA

Company:

Facilities Management and Maintenance

Main Purpose

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The Administrative Officer will work closely with the Admin Coordinator to ensure timely and accurate preparation of operational, manpower, and payroll reports. This role involves coordination with various departments including HR, Finance, Commercial, and HSEQ, and supports both internal and external stakeholders.

Accountabilities

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Prepare monthly operational reports in presentation and PDF formats for internal and external review.

Develop staffing rosters for peak periods, covering day and night shifts, including weekends.

Compile weekly manpower comparison reports between planned and actual deployment, highlighting vacancies.

Submit weekly manhours reports to relevant departments.

Prepare service confirmation documents from subcontractors and vendors.

Maintain a tracker for submitted service confirmations to finance and commercial teams.

Prepare and raise Personnel Requisition Forms (PRFs) for replacements, new roles, or contract amendments.

Operational

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Submit weekly manpower mapping, accounting for: Leave types (sick, annual, unpaid), New joiners and leavers, Manual attendance and indexing

Generate weekly recruitment status reports using Pivot Tables.

Provide data for dashboards and facility assignments as required.

Encode duty rosters into the attendance management system.

Extract and reconcile daily attendance records with scheduled rosters.

Prepare month-end payroll reports for submission to HR or payroll teams.

Process final settlements for departing employees and coordinate clearance procedures.

Manage leave applications through HR systems and follow up on approvals.

Encode new joiners and leavers into internal systems for productivity tracking and KPI reporting.

Qualification

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Bachelor's degree in Accountancy, Information Technology, Business Administration, or a related field.

Fluent in English, both spoken and written.

Ability to remain calm and composed under high-pressure and fast-paced environments.

Strong analytical skills and exceptional attention to detail.

Excellent memory and organizational skills in managing workplace data.

Proficient in Microsoft Office.

Professional demeanor with a pleasant and approachable personality

Knowledge of MS Visio (preferred)

* Knowledge of Primavera for document control (preferred)