JOB REQUIREMENTS:

  • Bachelor Degree in Administration or equivalent.
  • Minimum 4 years working experience in Facilities Management or equivalent.
  • Strong Interpersonal skills, initiative, analytical thinking, decision-making and leadership abilities.
  • Structured and organized.
  • Very good command of spoken and written English.
  • Good knowledge of quality standards like ISO 9001, ISO 14001 and OHSAS 18001

KEY TASKS & RESPONSIBILITIES:

  • Preparing all general correspondence for the project team including reports, minutes of meetings, MRFs and purchase orders (if required).
  • Assist with requisitioning the purchase on “non contract” items, including office equipment, stationary and consumables.
  • Assist in preparation of meeting agenda.
  • Assist in formatting and amending forms, procedures and processes as required.
  • Assist project team with minor technical and IT related issues.
  • Co-ordinate conference room bookings.
  • Assist in subcontractor payments and compilation of financial information such as month end results and expense claim forms.
  • Arrange travel bookings as required.
  • Document controlling / general administration duties including filing (hard and soft copy documentation).
  • Maintaining and updating project records, including training attendance records etc.
  • Expected to demonstrate a high level of commitment to providing a safe working environment for all staff in accordance with the company Health & Safety (H&S) procedures.
  • Expected to ensure that all defined services are completed in accordance with the company quality procedures.
  • Document filing and archiving / Utilizing any electronic document controlling software/techniques.


Duties listed are inclusive but not limited to other areas as required by the business process.

ACCOUNTABILITIES:

  • Preparing any ad-hoc reports required by client or Manager in-charge.
  • Preparation and the compilation of monthly reports to include but not limited to, Weekly Ops Report, Monthly OD Report and Customer contract reports, for submission at the appropriate time.
  • Prepare and circulate accurate minutes of meeting on-time.
  • Recording project team attendance and communicating to payroll/corporate.
  • Liaise with project team to keep vacation planner up-to-date.