Business Support Executive (Plant & Supply Chain)

The Business Support Executive is to assist in the efficient and cost- effective running of the resources in the various sections of the Department. The job is to operate within the framework of policies, objectives, and budgets established by the Head of Department and approved by the General Manager. 

Responsibilities:

• Assist the Head of Department in implementing business plans, monitoring KPIs, and preparing operational reports.
• Prepare routine business performance reports and highlight areas requiring attention.
• Support effective communication and collaboration within the Department and across the Company.
• Organise departmental meetings, prepare agendas and minutes, and follow up on agreed actions.
• Manage CapEx and OpEx administration, including purchase orders, approvals, supplier liaison, invoice coordination, and financial documentation.
• Monitor CapEx and OpEx projects, ensuring accurate records, project tracking, and purchase order reconciliation.
• Source quotations, perform price comparisons, and coordinate procurement activities with suppliers.
• Coordinate the procurement of parts and materials, including those required for major overhauls, and monitor deliveries.
• Prepare reports and documentation as requested by the Head of Department.
• Analyse and present CapEx and OpEx expenditure reports using financial system data.
• Coordinate training activities for Plant and Supply Chain personnel in collaboration with the HR Department.
• Oversee the receipt of technical store items, ensuring deliveries are accurate and discrepancies are resolved promptly.
• Coordinate visitor arrangements, meeting facilities, and travel arrangements for suppliers and Company employees.
• Maintain petty cash records and ensure accurate documentation of related transactions.
• Liaise with suppliers to obtain invoices and support the timely processing of payments in collaboration with the Finance Department.

Qualifications and Skills:

• Diploma or degree in Business Administration, Management, Office Administration, or related field.
• Strong organisational, time management, and multitasking skills.
• Excellent written and verbal communication skills.
• Ability to handle confidential information with discretion and integrity.
• Strong problem-solving skills, initiative, and ability to anticipate needs.
• Ability to work independently, manage priorities, and perform under pressure.
• Adaptable, flexible, and positive towards change.
• Good negotiation and interpersonal skills.

Experience:

• Understanding of Company operations, strategy, and financial processes.
• Ability to manage budgets, expenses, and invoices.
• Ability to act as a trusted representative of the Head of Department when required.