Business Support Administrator

Job Summary

The Business Support Administrator will play a crucial role in providing comprehensive administrative support across various functions of GKN Aerospace Malaysia. This role requires a proactive individual with strong organizational skills, excellent communication abilities, and a commitment to maintaining a professional and efficient work environment. The successful candidate will be instrumental in ensuring the effective execution of daily administrative tasks and supporting the planning and completion of special projects.

Job Responsibilities

• Provide direct support for a variety of administrative activities, demonstrating a thorough understanding of GKN Aerospace Malaysia's systems and procedures.
• Effectively communicate with internal stakeholders and external customers, accurately representing GKN Aerospace Malaysia's policies and practices.
• Provide administrative support to management and operational teams.
• Act as an assistant to the Site Director by:

1. 1. Managing and organizing the Site Director’s calendar.
   2. Scheduling and coordinating meetings, appointments, and events.
   3. Sending timely meeting reminders and preparing necessary materials.
   4. Assisting with travel arrangements and logistics when required.

• Handle the organization of Head of Departments meetings, including scheduling, taking accurate minutes, and managing all related logistical matters.
• Act as the primary point of contact for visitors from GKN Aerospace globally scheduled to visit the Malaysian site, ensuring their arrangements are in order.
• Maintain and manage an efficient meeting room booking system.
• Order and maintain adequate office supplies, if required
• Provide Health, Safety, and Environment (HSE) support, including conducting regular safety checks and contributing to 5S initiatives.
• Offer administrative assistance to the HR and IT functions, such as arranging meetings, managing travel arrangements, and supporting diary management.
• Work independently or collaboratively within a team to plan, organize, and complete a variety of ongoing and non-recurring projects, including special reports, spreadsheets, presentations, and event planning.
• Collaborate effectively with internal and external business partners to uphold the company's commitment to maintaining a safe workplace and protecting the environment, adhering to Company policies and government regulations.
• Handle company private, sensitive, and personal information with the utmost professionalism and confidentiality.
• Undertake additional responsibilities as required to support the team and business objectives.
• Performs other duties, tasks and responsibilities as assigned.

Job Qualifications

• Minimum of 3 years of related work experience in an administrative support position.
• Diploma or Degree in Business Administration or a related field.
• Strong working knowledge of Microsoft Office Suite, specifically Excel (spreadsheets), PowerPoint (presentations), and Word (meeting minutes).
• Proficiency in internet usage and experience with meeting and personal planning software.
• Excellent written and verbal communication skills in English, with the ability to read, write, and speak fluently.
• Strong interpersonal skills and the ability to build rapport easily.
• Demonstrated ability to represent the Company in a highly professional manner.
• Exceptional organizational skills, with the ability to multi-task effectively and maintain a high level of attention to detail.
• Proven ability to maintain the highest level of confidentiality in all aspects of the role.