K-ENE Singapore Pte Ltd – Junior Executive

Junior Executive

JOB DESCRIPTION

ADMIN

• Answer telephone calls
• Attend to guests – scan entry check- in or manual record, check temperature, offer drinks
• Collect mails from Mailbox – scan all letters, invoices and saved them in the drive and file hardcopies
• Email the letters to the intended recipient, e.g. Director
• DHL Shipment – ad hoc – to prepare pro-forma invoice, AWB
• Ensure that office is clean and in order
• Ensure that meeting rooms are all clean, HDMI, network cables, screen, projector are working
• Ensure that all office equipment is working well – printer, copiers, phone lines, fax machine, lighting
• Collect documents from KLSM, L19 and distribute out to relevant persons
• Manage pantry supplies
• Manage stationery supplies
• Book Meeting Room
• Update & record office door access – cards issued
• Liaise with IT department for issues
• Assist to order Name cards
• Arrangement of OA equipment maintenance service
• Any other administrative tasks

ACCOUNTS

• COBEOS – data entry for invoices and quotation
• Liaise with KLSM FMG about the COBES entry and treatment about the invoice (Vessel cost)
• Print out vessel invoice & supporting documents (3 sets – original, 2 copy; 1 copy submit to FMG for payment)
• XERO – enter bills, upload bank statement, reconcile statement, create spend money / receive / transfer money and get approved by Approvalmax
• Prepare all cover letters and record
• DHL shipments
• Prepare debit note to KLSM SGP or any other companies
• Approval Max – create technical or marine approval for vessel invoice
• Mizuho E-banking – prepare payments and get approvals
• Send GCMS (Mizuho E-banking) approval in Approval Max
• Assist to do claims for staff as and when required
• Check payment in / out in Mizuho E-banking & update XERO accordingly

CREWING

• Book Travel arrangements – flights, accommodation, transfers
• Any other administrative and accounting duties as assigned
• Pass application – Jurong Island, PSA
• Ensuring all certificate and personal files are updated
• Applying WP/EP
• Assist to check on WP/EP issue
• Assist to update crew list details
• Arrangement of crew training – Book the training course in Singapore
• Liaise with Agents in Philippines and India for all crewing matters
• Prepare on-signing crew and off-signing crew - Communication to husbanding agent for their pick- up and accommodation
• Any other tasks as required
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HR

• Update organizational chart
• Liaise with MPA/ MOM
• INFO-TECH – update all employees details, generate payslip and CPF etc
• Create new user in Info-Tech
• Ensuring all staff’s attendance for the seminar or briefing as requested
• Any other tasks as required