Office Administrative Assistant/Executive

Key Highlights:

1. This opening is strictly for someone with office general administrative experience and please do not apply if you dont have the relevant experience.

2. Please read the job description is full and ensure you understand the job requirements and the expectations before you apply.

3. Do not apply if your main reason for job change is only for salary hike.

4. You must provide a reason why you are looking for job change.

Position Overview

The position offered depending on the qualifications and experience of the successful candidate.

You will be responsible for providing support to Senior Management/Administrator on a wide range of administrative functions, processes, and tasks that contribute to the overall goals of our business, as well as provide excellent HR support to our employees and workforce.

You will assist by interacting with our team members in India, UK and Malaysia.

You will lead/assist with administering payroll and benefits, support daily administrative duties, and assist with hiring and onboarding new employees. Additionally, you will champion the UKPEs culture and help create a welcoming and supportive environment for our growing global diverse teams.

This position requires the ability to clearly and effectively communicate in order to success­fully collaborate, coordinate, and resolve administrative related activities and issues. It also requires the ability to independently manage with minimum supervision. Good conversation and writing skills as well as normal tact and courtesy are required.

Benefits

• Statutory bonus
• Special bonus scheme (performance based)
• Referral bonus
• Provident fund
• Medical insurance (family or spouse)
• Life insurance
• Gratuity scheme
• Allowances (LTA, HRA, Conveyance, Hospitalisation etc.)
• Meal and travel allowance (working beyond office hours)
• Paid time-off and sick leave
• Learning and on the job training

Key Duties and Responsibilities:

• Assist with recruitment administration by writing job descriptions, posting job ads online, shortlisting CVs, and scheduling interviews
• Issue contracts of employment and amendments to contracts as required
• Complete all HR administration for new starters, leavers, pay reviews, personal details change and update the HR system
• Maintain and update employees or external consultants personnel files, leaves, training records, CVs etc.
• Assist with setting up and maintaining training records for all company staff
• Monitor and track reviews due during probation periods
• Monitor and track staff weekly timesheets for approval
• Monitor and manage staff holiday request and approval
• Provide approved monthly timesheets to payroll team/accountants for calculating salaries
• Check the payslips for any errors and coordinate with the payroll before issuing the payslips
• Liaise and coordinate with company accountants to provide details/information to aid preparation or filling of company returns (e.g., annual returns, quarterly service tax, etc.)
• Ensure that all IT equipment issued to new starters is logged correctly and accurate records maintained
• Provide support in dealing with grievances and disciplinary matters i.e., generating the required letters, taking meeting minutes etc.
• Provide support for tender bids (e.g., preparing preliminary responses, managing queries, compiling information, etc.)
• Provide PMO support in setting up project folders (e.g., in O365 and SharePoint), project sales, document control, etc.
• Other general administration and PA duties as required (e.g., update and monitor expiry or renewal of company insurances, ISO accreditations, payments, invoices, etc.)

Essential Skills and Experience

• A degree holder as a minimum qualification (e.g., BSc, BA, BCom, BBA)
• Computer literate and a proficient user of Microsoft Office packages (e.g., Excel, Word, PowerPoint, Outlook)
• Ability to use and communicate by emails
• Good interpersonal and telephone skills
• A high-level competence in the use of the English language, including reading, writing, and speaking
• Previous experience of working as part of a HR team is an added advantage
• Require good communication skills both verbal and written English

Relationship Management

• Maintain productive working relationships with team members, peers and customers, service providers, industry groups and other relevant stakeholders
• Carry out the duties of the role in a professional and ethical manner and in accordance with the Company's values and Code of Conduct requirements.

Personal Qualities

• You must maintain confidentiality in accordance with the company's data protection requirements at all times
• You are trustworthy and must protect all company's and clients sensitive information
• You must be a passionate learner and able to work with minimum supervision
• You must be conscientious and pay attention to detail and accuracy
• You must be organised, diligent, time conscious, self-composed and able to work under pressure to meet deadlines
• You must be able to multi-task and prioritise work effectively
• You must be flexible and adopt to quick changes to meet delivery priorities.

Other Requirements

• You must at least have minimum of 3 to 5 years of experience in the required field.
• Woking Hours: April to October: Monday-Friday | 10am 7pm
• November to March: MondayFriday | 11am 8pm
• (During peak periods, flexibility will be required)
• Salary: Negotiable and depending on experience.
• Gratuity scheme for continuity of service.
• Probationary Period: Six months.

About Us

UK Power Engineers Ltd (UKPE) is a design, engineering and technical consultancy company incorporated in England in 2013 to provide expertise to the UK and international transmission, distribution, and renewable sectors.

We have successfully provided design services to UKs major utility companies, both directly as tier 1 and as tier 2 provider through design and build contractors:

• SSEN (Scottish and Southern Electricity Networks)
• SPEN (Scottish Power Energy Networks)
• UKPN (LPN, EPN & SPN regions)
• WPD (Western Power Distribution)
• ETO (National Grid)
• IDNOs (Independent Distribution Network Operators)

We are expanding and looking for dynamic professionals to join our team in the Chennai and Trichy office.

Further details about our company can be found in our website: www.ukpeltd.com