About the Job:
Job Purpose:
To provide effective and efficient administrative, Secretarial, and Personal Assistance to the Services Division.
Roles, Responsibilities, Duties:
- Provide general administration and personal assistance required by the Services Department.
- Provide full admin support to the team and department.
- Archive documents or files on behalf of the Team.
- Prepare the daily or weekly expense report and ensure that accurate and timely expense reports are approved by Supervisors before lodging with the Finance Department.
- Prepare and coordinate data and approvals starting from RFQ, Quotations, and Purchase requisitions for online purchasing.
- Maintain a proper and user-friendly filing and document control system for recording and tracking of all documents.
- To develop and draft various reports (Weekly Reports, Monthly Reports) as required by the Facilities Manager and client.
- To chase suppliers for materials delivery and ensure it reaches the sites.
- To chase submitting invoices through the supplier and DC and the supplier payment process through the finance department.
- To seek approvals from the client for any additional works required in the sites as per the Facilities Manager's requests.
- Provide general administration assistance for HR-related issues for both Technical and Professional staff.
- Provide the required documents for the monthly PMS and maintain them regularly in FSI.
- Arrange meetings, inductions, and associated tasks.
- Attend meetings and keep records of proceedings on behalf of the team.
- Assist the manager in making the reports or any clerical job, particularly during busy periods.
Education & Qualification:
- Diploma or Bachelor's degree in Business Administration or relevant specialization.
- FM Related certifications e.g. Facility Management Professional is preferable.
Experience and Skills:
- 3 - 5 years of experience working as an Administrative Officer
- Preference will be given to candidates with relevant FM Industry.
- Knowledge of Workplace Health and Safety (WH&S) practices and policies.
- Experience with safe working practices, risk assessments, method statements, permit-to-work systems, and water treatment management.
